Add an employee
Before you start
- The organization masters exist: divisions, departments, locations, designations, grades and categories. See Organization masters.
- Attendance groups, shifts, week offs, holiday calendars and leave groups exist, if you'll use attendance and leave.
- Employee code settings are in place. See Employee codes.
To add many employees at once, use Import instead.
1. Personal information
Go to Employee List and add an employee. Fill in:
| Field | Notes |
|---|---|
| Title, First name, Middle name, Last name | Title and first name are required. |
| Date of birth | Required. The employee must be at least 18. |
| Gender, Marital status, Blood group | Required. Gender decides which leave types apply. |
| Nick name, Father name, Mother name, Spouse name | Optional. |
| Personal email address | Optional. |
| Contact number, Alternate contact number | Contact number is required: country code and 10 digits. |
| Photo | JPG, JPEG, PNG or GIF. |
Save to continue.
2. Official information
| Section | Fields |
|---|---|
| Employment | Employee code (generated, or typed when no code series matches), Date of joining, Confirmation date (on or after joining), Employment type, Employee status. |
| Job | Designation, Grade, Category, Employee role. |
| Organisation | Division, Department, Sub-department (filtered by the division and department), Location, Cost center. |
| Business | Business unit, project, product, function and vendor, if your organization uses those masters. |
| Plant | Zone, block, lab, line and stage, if used. Zones follow the location. |
| Reporting line | Reporting manager, Second reporting manager, HR manager. |
| Official contact | Official email address and Official contact number, used for notifications and sign-in. Both must be unique across employees. |
| Employment status | Employee is active is on for a new employee. |
Saving official information creates the employee's sign-in account and emails a temporary password to the official email. See How employee records work.
3. Address information
Enter the Current address: street, Country, State, City and Pin code. Tick Same as current address or enter the Permanent address.
4. Additional information
These settings connect the employee to attendance, leave, payroll and permissions.
| Field | What it controls |
|---|---|
| Attendance group | Attendance rules. See Attendance group parameters. |
| Base shift | Default shift. |
| Weekoff | Week-off pattern. |
| Holiday calendar | Holidays. |
| Leave group | Leave types and rules. |
| Device code | The employee's ID on the biometric or punch device, so their punches are matched. Up to 25 characters. |
| App role | What the employee can see and do. See App roles and permissions. |
| Pay structure | Default pay structure for salary revisions. |
Leave and attendance requests fail until the attendance group, base shift, week off, holiday calendar and leave group are set.
5. Bank information
Enter the IFSC code (bank and branch are filled in automatically), Account number (4–20 characters), Account holder name, and optionally a document. Saved account numbers are shown masked; leave the masked value to keep it, or type the full number to change it.
6. Compliance information
Fill in any fields your organization has defined, and upload documents where required (up to 5 MB). See Employee detail fields.
7. Salary
Set the employee's salary with a compensation revision. See Set an employee's salary.