Adding an employee

An employee record does two things at once: it identifies the person, and it says which payroll rules they are subject to. The form is therefore longer than an address book: but it fills in one pass, and the sections still missing something flag themselves.

At the end, the person gets an email invitation and chooses their own password. They activate their account: you never create a password on someone's behalf.

1. 1

   Open a blank record

   From the employee list, the “Add an employee” button opens a fresh form. The counters at the top (headcount, active, pending invitations) are the ones that will move at the end of the procedure.

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2. 2

   Fill in the identity

   First name, last name and email are the minimum. The address counts twice: it is the person's login, and the address the invitation goes to.

   The date of birth is required, and that is not administrative curiosity: several decree rules depend on it, age conditions certain rates and certain premiums.

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3. 3

   Spot what is missing

   The rest of the form is folded into sections. An amber dot on a section header means it is still waiting for something: that is the thread to follow, rather than unfolding everything at random.

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   “Account & access” can stay empty

   That section is for setting a username and password by hand: for someone with no email address, for instance. Left empty, the email invitation takes over.

4. 4

   Employment and assignment

   The employee number is the person's key in payroll exports: it is what your payroll software reads, not the name. The department is required: it attaches the person inside the organisation.

   The status decides what follows. “Invitation sent” triggers the welcome email on save; “Active” creates the record without sending anything, which suits someone who will not punch for themselves.

   The hire date lives in the “Key dates” section: the form separates the person's role from the chronology of their contract.

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5. 5

   Choose the decree class

   In the “Payroll & banks” tab, the “Pay & decrees” section asks for the employee class. That choice (not the position typed at the previous step) sets the person's hourly rate.

   Leaving “No class” creates a record at $0.00/h. That is never what you want for a covered employee.

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   The class is chosen before the first payroll, not after

   Hours already approved keep the calculation frozen at the moment of their approval. Correcting the class later does not recompute what has already been validated.

6. 6

   Create the employee

   The button sits at the foot of the form. If it refuses, a panel names the offending fields and takes you there: no need to walk the sections one by one looking for the forgotten asterisk.

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7. 7

   Check the created record

   The list shows the new person with their class, their inherited rate, and the “Invitation sent” status in amber. The “Pending invitations” counter has gone up by one: it stays that way until the person chooses their password.

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