Adding a new employee is a foundational step in setting up your company’s HR data. The process ensures that all relevant personal, contractual, and organizational information is stored, connected to policies, and ready for use across absence tracking, reporting, and workflows.
The onboarding form is divided into several sections:
Personal Information
This section captures the employee’s basic identity and private contact details. These fields are helpful for administrative tracking, internal records, and emergency situations.
First Name & Last Name (required)
Full legal name of the employee. These fields are required and will be used across reports, absence requests, and communications.
Date of Birth (required)
Used for calculating age-related eligibility, milestones, or regulatory requirements (e.g., benefits).
Private Phone & Email
Optional fields allowing HR to maintain a personal point of contact, useful for emergency notifications or if the company email is not yet active.
Address, City & Country
These fields provide the employee’s residential location. This data may be used for regional compliance, local holiday policies, or benefits eligibility.
Gender, Marital Status, Number of Children
While optional, these demographics can be used for workforce diversity reporting, benefits, and emergency planning.
Emergency Contact
The name and phone number of a person to be contacted in case of emergency.Blood Type
Optional medical detail that can be useful in emergency situations during business travel or on-site work.
Employment Details
This section outlines the employee's official status within the company, linking them to departments, teams, and approval workflows.
Role (Administrator, HR, Employee)
Defines access rights within the system:
Administrator: Full access, including configuration, payments, and user management.
HR: Access to all HR-related features but restricted from billing functions.
Employee: Limited to personal data access and absence requests.
Calendar View Scope
Defines whose absences the user can view in the calendar (e.g., only their team or entire company).
Position
Assign the employee a role that reflects their organizational title or function (e.g., Backend Developer, Team Lead). Positions help structure team hierarchies and improve clarity across teams.
Company Email & Phone (email required)
Official contact details used for login, notifications, and internal communication.
Teams
Link employees to one or multiple teams or departments. Team assignment is often used in reporting, calendar segmentation, and approval chains.Approval Flow(required)
Select the default approval chain for the employee’s absence requests. The flow determines who will be notified and must approve when a leave is submitted.
Contract Information
This section defines the legal and operational framework of the employee’s engagement with the company.
Contract Type
Choose from predefined options like Permanent, Temporary, Freelance, or Intern. This helps categorize employees and apply policy logic based on contract type.
Superior
Assign the direct manager or supervisor. This is useful for hierarchical reporting and often feeds into approval chains.
Contract Start Date (required)
The date when the employee officially begins their role. This affects leave accruals and eligibility periods.
Work Type
Specify the working arrangement:
Remote: Employee works fully off-site.
On-site: Employee works primarily from a company office.
Hybrid: A mix of remote and on-site work.
Work type can influence calendar visibility, national holiday calendars, and team collaboration rules.
Time Off & Leave Configuration
This section is crucial for assigning leave entitlements and policies:
Yearly Allowance (required)
Enter the total number of vacation days the employee is entitled to annually. This value can override the policy default if needed.
Pro-rated Days Off
Optional manual entry used when an employee joins mid-year or has a different entitlement than the standard. Helps ensure fairness in leave distribution.
Vacation Policy
Link the employee to a specific vacation policy you’ve created. Policies can define whether leave is accrued or fixed, carryover rules, rounding, and expiration dates.
Sick Leave Policy
Assign a predefined sick leave policy which includes yearly limits, eligibility periods, and documentation requirements if configured.
Personal Days Policies
You can assign one or multiple personal day policies. These are typically used for time off that doesn't fall under vacation or medical leave, such as moving, personal appointments, or urgent matters.National Calendar(required)
Select the relevant national holiday calendar based on the employee’s location. This calendar will define official non-working days for the employee and impact scheduling and absence calculations.