Add an employee

Add each new joiner on the Add employee form. The form is split into tabs so you can fill what you have now and complete the rest later.

Before you start

• You need the employees.manage permission.
• Create the employee's department and designation first, and the work location under Settings → Organization → Locations.
• Your plan may limit the number of active employees. If you reach the limit you see a message asking you to upgrade (see Plan & billing).

Steps

1. Go to People → Employees ( open Employees).
2. Click Add employee.
3. On the Personal tab, enter First name, Work email (this is the employee's sign-in id) and Mobile, plus any other details.
4. On the Job tab, set the Date of joining, Employment type, Status (for example Active or Probation), Department, Designation, Work location and Reporting manager. Add Probation (months) and Notice period (days) if they apply.
5. On the Statutory & bank tab, enter PAN, Aadhaar, UAN, PF member ID and ESI IP number, then the Payment mode and bank details.
6. On the Address tab, enter the current address. Tick Same as current if the permanent address is the same.
7. On the Emergency contacts tab, add up to three contacts. The first one is the primary contact.
8. Leave Send a sign-in invite ticked if the employee should get their invite now.
9. Click Add employee.

The new profile opens. A red dot on a tab shows where a field needs fixing if the form could not be saved.

Employee codes

Leave Employee code empty and the next number is assigned automatically, for example EMP0042. The prefix and number of digits are set under Settings → Organization → Preferences → Employee code ( open Organization settings). You can also type your own code. Codes, work emails, mobile numbers, PAN and UAN must be unique in your company.

What happens next

• The employee gets your company's default shift from the joining date.
• A "Joined" entry is added to their status history.
• If you sent an invite, they receive an email to set their password. See Give employees portal access.
• Next, assign a salary structure and start an onboarding checklist.