Add a new Employee

Create New Employee Form tips

  • Add your line managers into the system first, as this ensures their names display in the Line Manager drop-down and are available for you to choose from when adding standard employees' information.

    You must also select the Line Manager checkbox in My Details > Contract for managers to display in the list on the Create New Employee form.

  • Use the Screen Builder to add more fields or make fields mandatory on the Create New Employee form.

To add a new employee:

  1. Select Directories on the left-hand side of the screen.

  2. Choose Create New on the top right.

    The Create New Employee form opens.

    Fields marked with a red dot are mandatory and you must complete them.

  3. Enter the employee's information such as their title, name and gender.

  4. Add when the employee joined your company in Start Date.

    If required add a Termination Date The last day of an employee's employment and the day their contract is terminated.. This is the employee's contractual end date.

  5. Add the employee's Absence When an employee or worker is absent from work. This can be for a variety of reasons. Year Start Date.

    This ensures the system pro-ratas the employee's holiday allowance from the day they are added into the system.

    This field only displays for companies with Employee Absence Year enabled.

  1. If you have the Staffology Payroll integration but do not want to include this employee, select Exclude From Payroll Integration.

  2. Complete the remaining fields.

    For information on FTE Schemes, refer to Create an FTE Scheme .

  3. After adding all the relevant information, select Save.

    The Create New Employee form only prompts you to add core information. You may need to complete fields on the My Details screens, depending on your onboarding process. We recommend that you complete as much information as possible on the Personal, Contract and Payroll tabs for the employee.

Volunteer option - Not-for-profit Licence

If you have a not for profit licence, you can select the Volunteer option on the Create New Employee form to identify a volunteer as an unpaid worker.
If you deselect the flag, the system will add the volunteer to your primary licence.
Contact your Account Manager for more information about Not-for-Profit licences.

Staffology Payroll integration

Need help with completing the Staffology Payroll integration? Refer to Get started with the Staffology Payroll integration

After setting up the integration, employees in Staffology HR also create in Staffology Payroll.

Stop an employee's information sending to Payroll

To prevent an employee's details from sending to Payroll, select Exclude from Payroll Integration located on the employee's Payroll tab or select it during the employee setup process.

Employee Numbers

Employee numbers become uneditable after integrating your HR and payroll systems.

If you are re-instating a leaver, you must add a new Payroll Number in the employee's record. This is for HMRC reporting purposes