Add a staff member
Choose the staff type, fill in the profile, employment, statutory and bank details, and save a new staff member in X.
Add one person
- Go to Staff and select Add staff.
- Choose what kind of staff member you are adding: Regular employee, Contractual or Work basis. Select Compare staff types if you are not sure. See Choose a staff type.
- Fill in the form. Name and Date of joining are required, and so is Branches when the business has more than one branch. Payroll uses the joining date to pay a part month.
- Select Save staff.
X opens the new staff member's profile with the message "Staff member added." It suggests the next steps: set the opening leave balances, then add the salary.
You need the Add and edit staff permission. Adding many people? Import them from a sheet.
What the form asks for
| Section | Fields |
|---|---|
| Profile | Name, Staff ID, Designation, Contact number, Reporting manager, Department, Branches, Work site |
| General | Pay basis, Attendance marking, Language for payslips |
| Attendance and leave policies | Shift, Weekly off, Attendance rules, Holiday list, Leave policy |
| Personal | Gender, Date of birth, Email, and more personal details, the permanent address |
| Employment | Date of joining, Probation period, UAN, PAN, Aadhaar, PF and ESI numbers, and which statutory items apply |
| Bank | Bank name, IFSC, Account number, Account holder name, UPI ID |
Fields you add yourself appear in the section you chose for them. See Add custom staff fields.
Good to know
- Staff ID is filled in from your code series. The page shows the last staff ID used. See Set the week start and staff ID series.
- Pay basis depends on the staff type. Regular employees are paid monthly. Contractual staff can be paid monthly, daily or hourly. Work-basis staff are paid per work done.
- Attendance marking is normally As per attendance rules. Choose another mode only to override the rule set for this one person.
- Attendance and leave policies: leave each one on Business default, or pick a shift, weekly off, rule set, holiday list or leave policy for this person. They apply from the joining date.
- Probation period (days) works out the Probation end date for you.
- Eligibility for regular and contractual staff starts from your registrations: PF and ESI are ticked when the business is registered for them, and Professional Tax and the labour welfare fund where the branch's state levies them. Untick only for staff who are not covered. Work-basis staff get none.
- Aadhaar: only the last 4 digits are kept.
- PAN and the bank Account number are stored encrypted, and only the last 4 characters are shown.
Next steps
- Set opening leave balances if the person joined with leave left over.
- Set the salary. Staff without a salary are held out of pay runs.
- Invite the person to self-service.
Questions
Is the phone number required?
Not to save the staff member. You need it before you invite them to self-service, because a new self-service account is created only for a staff record with a phone number. They still log in with their own email, not the phone.
Why are the PAN, Aadhaar and bank fields missing?
Your role cannot add personal, statutory or bank details. Someone with the Edit bank, PAN and personal details permission can add them later.
Related articles
Choose a staff type
Regular employees, contractual staff and work-basis staff differ in how they are paid, their salary structure and statutory items. Pick the right one.
Import staff from a sheet
Download the CSV or spreadsheet (XLSX) template, fill one row per person, check the sheet for problems, then add or update up to 2000 staff at once.
Set a staff member's salary
Set or revise a salary from a template and an amount such as monthly gross or annual CTC, preview the breakup and take-home, and see the history.
Still need help?
Write to us with your business name and what you were trying to do. We answer by email.