Add Employee
The Employee record is the master data all of HRM runs on. Payroll, attendance, leave, loans and reimbursements all reference it, so what is captured here decides whether the rest of the module produces correct figures.
Where to find it
Go to HRM > New + > Add Employee. The form is organised into five tabs. To load many employees at once, use Employees Import instead.
Set up Grades and Allowances before adding employees. The allowances tab draws on both, and an employee created before they exist has to be revisited.
1. Employee Information
| Field | Description |
|---|---|
| Employee ID | The staff number. Generated automatically where Auto Employee ID is enabled in HRM Settings. |
| Name | First and last name as they appear on payslips. |
| Department | Which department they belong to. Drives attendance rules and payroll filtering. |
| Designation | Their job title. |
| Grade | The salary grade, which determines the allowances available. |
2. Contact Details
Phone, email and address. The email address matters — it is where payslips and self-service access are sent.
3. Personal Details
Date of birth, gender, marital status, nationality and identification documents. Document types and their expiry are configured in Document Type, which is what drives expiry alerts.
4. Job Details
| Field | Description |
|---|---|
| Date of Joining | When employment started. Used for service calculations and the new-joiner figure on the overview. |
| Employment Type | Permanent, contract, probation and so on. |
| Shift | Their working pattern. See Shifts. |
| Bank details | Where salary is paid. |
| Status | Active or resigned. |
5. Allowances & Leaves
The pay components and leave entitlement for this employee. Allowances are drawn from the grade, and can be adjusted per person where their package differs.
Custom Fields
Where the standard form does not capture something you need, add a custom field — enabled under System Preferences.
Related pages
- Employee Inquiry — find and manage staff
- Employee View — the full record
- Grade Setup · Allowances Setup — set up first
- Employees Import — creating staff in bulk