Employees
Add an employee
Create an employee record with identity, employment, contact, pay and bank details, recurring allowances, and a self-service login.
3 min readLast updated
In this article
Every HR process starts with the employee record: attendance, leave, payroll, loans and end of service all read from it. The fields you fill in here are payroll inputs, not just records, so the next payroll run pays exactly what you enter.
Before you start
Create the employee's department and job title. Both are required.
If the employee works fixed hours, create their shift first.
To give the employee self-service access, have their work email ready.
Steps
Open People › Employees › Employee Management and select New employee.
Fill in the Identity section.
Fill in the Employment section.
Add the Contact and Personal details you hold.
Complete Compensation and Recurring allowances & deductions if you see them.
Set up Portal access.
Select Save.
What each section holds
Identity: No. (the employee number, which you type and which must be unique), First name, Last name, the Arabic first and last name, Gender and Marital status.
Employment: Joining date, Employment type (Full-time, Part-time, Contract or Temporary), Status, Department, Designation, the direct Manager and the Shift.
Contact: Email, Phone and Mobile. The email must be unique across employees.
Personal details: date of birth, confirmation date, national ID, passport number, country, state, city, emergency contact, address and notes.
Compensation (only for users allowed to see salaries): Basic salary, bank, account number, IBAN, Pay overtime with salary and Overtime rate multiplier.
Recurring allowances & deductions: pick a Salary Component, enter the Amount and the Effective From date, then select Add. Lines are saved once the employee is saved.
Required fields are the employee number, first and last name, gender, joining date, employment type, department and job title.
Overtime settings
Leave Pay overtime with salary on Follow the company setting unless this employee is paid differently. The Overtime rate multiplier accepts a value from 1 to 5; leave it empty to use the company rate from HR settings.
Portal access
The self-service portal shows an employee nothing until their record is linked to a login. You have two options:
choose an existing user in the portal login field, or
tick Create a new login from this email and choose the permission group of the new login. The group is required; the system never copies yours.
When a new login is created, a window shows the temporary password once. Copy it before you close the window, and give it to the employee. They change it from the portal. If the employee has no email, the employee is saved without a login. If a login with that email already exists, the system links it instead of creating a second one.
What happens next
The employee is created in the branch you are working in, with status Active unless you chose another.
The system opens this year's leave balances for the employee, so leave requests can be filed straight away.
From the next payroll run, the basic salary and active recurring lines are included. See how payroll is calculated.
Common questions
Why is the Compensation section missing? Your permission group does not include viewing employee salaries. The salary fields are also hidden on the employee profile.
A pay line failed but the employee was saved. What now? The message says how many lines could not be added. Open the employee with Edit and add them again, or use employee allowances and deductions.