Adding Employees
Adding an employee creates their record in your PMSuite workspace and makes them available across the rest of the platform — attendance, leaves, payroll, project and task assignment. The Employees section is also where you invite people by email, bulk-import them from CSV, and export the current list.
Who can use it
Users whose role grants access to the HR module and permission to add employees. Employee-record access is scoped by the permission level set on the role — None, Added (records the user personally added), Owns (records assigned to them) or All — so what a user can see and edit depends on how their role is configured (Settings → Roles & Permissions).
Prerequisites
- Departments and Designations should exist first, so you can assign them while creating the employee rather than editing the record afterwards.
- If you want to set a Reporting To manager, that person's employee record must already exist.
- Your plan must have room for another employee: Starter is capped at 10 employees, Professional is unlimited.
How to Access
- Employee list:
/account/employees(Sidebar → HR → Employees) - Add Employee form:
/account/employees/create(also available from the quick-create menu as Add Employee) - Individual employee record:
/account/employees/{id}
How to Use
Step 1 — Open the employee list
Go to /account/employees. The list shows Employee ID, Name, Designation, Email, User Role, Reporting To, and Status.
Four actions are available from this screen:
| Action | What it does |
|---|---|
| Add Employee | Creates the employee record directly from a form. |
| Invite Employee | Sends an email invitation so the person sets up their own login. |
| Import | Bulk-creates employees from a CSV file. |
| Export | Downloads the current employee list. |
Step 2 — Open the Add Employee form
Click Add Employee, or go straight to /account/employees/create.
Step 3 — Fill in the employee details
| Field | Notes |
|---|---|
| Employee ID | Unique identifier shown throughout the platform. |
| Full Name | Displayed in lists, org structure and reports. |
| Used for login and email notifications. | |
| Designation | Job title, chosen from your Designations list. |
| Department | Chosen from your Departments list. |
| Country | Drives the phone-code dropdown for this record (see below). |
| Mobile | Contact number; the phone code is set from the selected country. |
| Gender | Recorded on the profile. |
| Date of Birth | Powers birthday notifications. |
| Work Anniversary | Recorded on the profile. |
| Reporting To | The employee's manager. |
| User Role | Determines the permissions the employee has. |
| Language | Interface language for this employee. |
| Hourly Rate | Used where hourly cost is applied. |
| Skills | Free-form skills on the profile. |
| Address | Employee address. |
| Probation End Date | Recorded on the profile. |
| Slack Member ID | Links the employee to their Slack user. |
Country and phone code: there is no workspace-wide default country or phone code. The phone-code dropdown is resolved per record from the Country you select on that employee, so countries that share a dialling code are distinguished correctly instead of collapsing into one entry.
Login and notification options: the form includes Login Allowed (Yes/No) and Receive Email Notifications (Yes/No). Check both before saving if you expect the person to log in and be notified.
Step 4 — Save
Save the record. The employee then appears in the list, and recently created employees are marked with a New Hire badge.
Step 5 — Add salary details separately
Pay information is not part of the Add Employee form. Set it on the employee's salary record (/account/employee-salary), where you can set the salary cycle (Monthly or Bi-Weekly), assign a Salary Group, use Add Salary to record the salary (Net Salary is then shown on the profile), and set the Allow Payroll Generate toggle.
Effect on other features
- Attendance — the employee appears in the monthly attendance grid and in Attendance filters (Employee, Department, Designation).
- Leaves — they can submit leave applications against your configured leave types and quotas.
- Payroll — they become selectable in payroll generation filters; whether they are included in a run depends on their Allow Payroll Generate toggle.
- Projects and tasks — they become assignable, and project/task assignment notifications can be sent to them.
- Notifications — birthday, appreciation, shift and daily-schedule notifications can reach them, subject to your notification settings and their own email-notification preference.
- Tickets — they can submit and track support tickets as an Employee requester.
- Notices and Knowledge Base — content configured with an Employee audience becomes visible to them.
Limitations
- Starter plans cap the workspace at 10 employees. Workaround: upgrade to Professional, which supports unlimited employees, or remove records for people who have left.
- Add Employee does not let the person choose their own password — it creates the record on their behalf. Workaround: use Invite Employee instead, which emails an invitation so the person sets up their own login.
- Salary details cannot be entered while creating the employee. Workaround: save the employee first, then complete the salary record under Employee Salary.
- There is no workspace-wide default country or phone code, so the country must be picked on every record. Workaround: use CSV Import when onboarding a batch of employees from the same country.
Troubleshooting
- The new employee cannot log in. Check that Login Allowed is set to Yes on their record, and confirm their User Role. After any permission change, have them log out and back in — permission changes do not always apply to an already-active session.
- The employee cannot see a module you expect them to see. Check Roles & Permissions first, then Module Settings, which can hide entire modules from the Employee user type independently of Admin and Client.
- An invitation link has expired. Expired activation links offer a resend with a fresh expiry clock, and invitation errors state the specific reason — read the message before retrying.
- The employee is missing from a payroll run. Check the Allow Payroll Generate toggle on their Employee Salary record and the Department/Employee filters used to generate the payroll.
- The wrong phone code appears. Correct the Country field on the employee record — the phone code follows it.