Onboarding an Employee

Adding somebody to the system is the single most consequential thing HR does here. The record you create becomes their login, their payslips, their leave entitlement and their attendance history. It is worth doing carefully once.

Before you start

Have these to hand. Chasing them mid-form is how records end up half-finished:

• Full name, date of birth, personal phone number and email address
• Their work email address — this becomes their username
• Start date, job title, department, branch, and who they report to
• Salary and any allowances
• Bank details for payment
• Their contract or offer letter, and any certificates or IDs to file

The Employees screen

Go to Workforce Management → Employees.

This lists everyone, with search, and filters for branch, department, designation and status. Import brings in many people at once from a spreadsheet, which is worth using if you are setting the system up for the first time rather than adding one person.

To add one person, click Add Employee at the top right.

The five steps

The form is a wizard with five numbered steps across the top: Personal, Employment, Contact, Banking and Documents. You move forward through them; the numbers show where you are.

1. Personal

Their identity, and — importantly — their login.

Field	Notes
Full Name	As you want it to appear throughout the system
Employee ID	Generated for you. Read-only; you cannot choose it
Employee Code	Yours to set. This is what maps them to a biometric clock-in device, so if you use one, it must match
Email	This becomes their username for signing in. Use their work address
Password	Their first password. You set it here and must tell them
Phone Number, Date of Birth, Gender	Required
Profile Image	Required, max 2MB

You are creating their login account here

Email and Password on this step are not just record-keeping — they are the credentials the person will sign in with. Two consequences:

They cannot get in until you tell them. There is no automatic welcome email you can rely on. Give them the address and password directly, and tell them to change it at once via Your Account.

Choose a password you are willing to send. It travels by email or chat to reach them, so make it a temporary one they will replace, not something reused.

Employee Code and biometric devices

If your organization uses a fingerprint or face clock, the Employee Code is the link between the person and the device. Set it to whatever the device uses. Get it wrong and their clock-ins will not attach to their record — which surfaces weeks later as unexplained absences on a payslip.

2. Employment

Their job: start date, designation, department, branch, employment type and status, and their shift.

The shift drives attendance, and attendance drives pay

The shift you assign is what the system compares clock-ins against to decide present, late or half day. Those days feed the payroll calculation.

Assign the wrong shift and the attendance will look wrong for every day until somebody notices — and the corrections are per-day. Check it now.

3. Contact

Address and contact details, including an emergency contact. Not used by any calculation, but it is the information you will urgently want and not have on the day something goes wrong. Fill it in.

4. Banking

Where their pay goes. Get this right before their first payroll run.

5. Documents

Upload their contract, IDs, certificates and anything else that belongs on file. These end up in their documents, where they can read them.

You can add more later, so a missing certificate is not a reason to stall.

Save at the end, and the employee record exists.

After the form: four things that are not in it

Creating the record is not the whole job. These are separate screens, and each is a common thing to forget.

1. Set their salary. Go to Payroll Management → Employee Salaries and add their basic pay and any allowances.

   

   Without this, payroll produces nothing for them. They will simply be missing from the run — no error, no warning.

2. Check their leave balances. Go to Leave Management → Leave Balances. A brand-new employee often shows nothing until balances are synced. If they are empty, use Sync Balances — the note at the top of that screen says the same thing.

3. Issue their equipment. If they get a laptop or phone, record it under Asset Management → Assets and assign it to them, so it appears in their equipment.

4. Send them anything they must acknowledge. Handbook, policies, safety briefings — assign these under Documents & Contracts → Acknowledgments so there is a dated record that they read them.

A first-day checklist

Done	Step
☐	Employee record created, all five steps
☐	Login details given to them, with a note to change the password
☐	Salary and allowances set
☐	Shift assigned and checked
☐	Leave balances present (sync if not)
☐	Equipment recorded and assigned
☐	Contract and IDs uploaded
☐	Handbook and policies sent for acknowledgment

Common questions

Can I add several people at once? Yes — use Import on the Employees screen. Download the template first so your columns match.

I made a mistake on the form. Open the employee from the list and edit. The only thing you cannot change is the auto-generated Employee ID.

Do they get an email automatically? Do not count on it. Automated mail depends on your organization’s email settings, and if those are not configured nothing is sent and nothing warns you. Tell people their credentials directly.

They cannot sign in. Check the email address on their record matches exactly what they are typing, and that you gave them the right password. See the failure table in Signing In.

Somebody is rejoining. Create a new record rather than reusing an old one, so the two periods of employment stay distinct.