Adding Employees

Overview

The employee directory is the central hub for managing all staff information in your organisation. This comprehensive guide covers the complete process of adding new employees with all required information across three main tabs: Basic Info, Employment Info, and Personal Info. The system ensures all employee details are captured correctly for payroll, scheduling, and HR management purposes.

Before You Begin

Make sure you have:

• Locations created and configured
• Working patterns set up
• Time-off policies configured
• Employee details ready (name, email, job title, start date)

What is the Employee Directory?

The Employee Directory is a complete database of all staff members including:

• Personal information (name, email, contact details)
• Employment details (position, location, working patterns)
• Financial information (pay rates, bank details)
• Employment history (joining date, hours contracted)

Accessing Employee Directory

1. Click HR Essentials in the left sidebar
2. Select Employee Directory
3. Click the Add button (with plus icon)

The employee form opens with three tabs: Profile, Work, and Personal.

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Tab 1: Profile

This tab captures basic identifying information.

Add Contact Information

This is the first and most critical step:

1. Click “Add New Employee” link in the Employee field
2. A popup appears with two fields:
   • Name: Enter full name (e.g., “Alice Johnson”)
   • Email: Enter unique email address (e.g., alice.johnson@company.com)
3. Click Add to save

The name and email are now locked in for this employee record.

Complete Profile Details

Title (Required)
Select from: Mr., Mrs., Ms., Miss, Dr., Professor

Phone
Enter employee’s contact phone number

Department
Select the department (optional)

Category (Required)
Choose job role/category (e.g., Dentist, Nurse, Receptionist, Practice Manager)

Location (Required)
Select primary work location from dropdown - this determines where the employee is assigned

Reporting Manager
Select who this employee reports to, or click “Add New Reporting Manager” if not in system yet

Default Room
Select the employee’s default work area/room

Click Next to move to Tab 2.

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Tab 2: Work

This tab captures employment and payroll information.

Contract Details

Joining Date (Required)
Select the employee’s start date

Continuous Service Date
Used for calculating benefits/accruals (usually same as joining date)

Contracted Hours / Week (Required)
Enter weekly contracted hours (e.g., 37.5)

Number of Days / Week (Required)
Enter working days per week (e.g., 5)

Work Schedules

Working Pattern (Required)
Select from configured patterns (e.g., “9 to 5 as 37.5 hours”, “20 Hours Part Time”) - this determines expected working hours for timesheets

The system automatically shows:

• Repeat Every (pattern cycle)
• Average Working Hours
• Average Number of Days
• Working Pattern Summary

Salary Details

Pay Type (Required)
Choose: Annual Salary or Hourly Rate

Pay Rate (Required)
Enter amount in £

Payroll Details

Include in Payroll
Toggle on to include employee in payroll processing

NI Number (Required if in payroll)
Enter National Insurance number

NI Category
Select NI category (usually A)

Tax Code
Enter tax code (provided by HMRC or employee)

Time Off Policy

Time Off Policy (Required)
Select leave policy (e.g., “Standard 28 Days”, “Zero Hours Time Off Policy”)

Allowance Unit
Shows unit (days or hours) based on selected policy

Other Details

Is Apprentice
Toggle on if employee is an apprentice

Apprenticeship Start Date / End Date
Required if apprentice

Click Next to move to Tab 3 (or Previous to return to Tab 1).

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Tab 3: Personal

This tab captures personal and banking information.

Personal Details

Date of Birth (Required)
Select from calendar

Age
Automatically calculated

Nationality
Enter nationality (optional)

Gender (Required)
Select: Male, Female, Other, Prefer not to say

Marital Status (Required)
Select: Single, Married, Divorced, Widowed, Unknown

Contact Phone Number
Additional contact number (optional)

Address (Required)
Search by postcode or address - system autocompletes with street, city, postcode, county, and country

Country (Required)
Defaults to England

Bank Details

Bank Name
Enter employee’s bank name

Bank Address
Search by postcode for bank branch location

Account Name (Required)
Enter name on bank account

Account Number (Required)
Enter bank account number

Sort Code (Required)
Enter 6-digit sort code

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Saving the Employee

After completing all three tabs:

1. Click Submit button (top right)
2. System validates all required fields
3. Employee is created and added to directory
4. You’re returned to Employee Directory with confirmation

The new employee now appears in the directory and is ready for scheduling, timesheets, time-off requests, and payroll.

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Quick Tips

Required Fields
Fields marked with red asterisk (*) must be completed

Navigation
Use Next and Previous buttons to move between tabs
Use Cancel to abandon without saving
Use Submit when ready to save (validates all tabs)

Common Errors

• Email already exists: Each employee needs unique email
• Missing location: Location is required
• Missing working pattern: Required for scheduling
• Missing pay details: Required if included in payroll

Best Practices

• Complete the “Add New Employee” contact popup first
• Fill in all three tabs before submitting
• Double-check email addresses (used for system login)
• Verify working pattern matches contract
• Ensure time-off policy is assigned

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What Happens Next?

Automatic Actions:

• Employee record created
• User account automatically created (if enabled)
• Employee receives welcome email with login instructions
• Time-off allowance calculated based on policy
• Employee appears in scheduling and payroll

Next Steps:

• Upload employee documents
• Assign to rotas
• Set up payroll details

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Need Help?

Can’t find a location?
Create locations first in Organisation > Locations

Working pattern not available? Set up working patterns in Timesheet Management > Working Patterns

Need to update an employee’s working pattern? Learn how to update working patterns during onboarding

Time-off policy missing?
Configure policies in Time-Off Management > Time-Off Policies

Employee won’t save?

• Check all required fields (marked with *)
• Ensure email is unique
• Verify location, working pattern, and time-off policy are assigned

For more help, see:

• Employee Management Overview
• Managing Employee Records
• Updating Working Patterns
• Initial Setup Guide