Hiring an Employee
The hire page — one page, four sections, and the pay items that make the person payable.
Adding someone opens a full page, not a dialog: /people/employees/new. Editing an existing record opens the same page at /people/employees/:id/edit. You reach it from + New on the employee register, from New employee on the People overview, or from Edit on an employee record.
The page is one column of four sections with a summary rail beside it, and one button — Add employee (or Save changes) — pinned at the bottom so it is always reachable.
Who
Name and how to reach the person.
| Field | Required? | Notes |
|---|---|---|
| Title | No | Mr, Mrs, Ms, Dr, or none. |
| First name | Yes | |
| Last name | No | |
| Middle name | No | |
| Yes | The login identity. A Staff portal login is provisioned for this address when the employee is created. | |
| Phone | No | Captured in international format. The country defaults from your business currency. |
| Address | No | |
| Date of birth | No | |
| Gender | No | Male, Female, Other. |
Work
Role, dates and where the person is based.
| Field | Required? | Notes |
|---|---|---|
| Department | Yes | Free text. Drives the department filter and cards on the register. |
| Position | Yes | Shown as Job title on the register. |
| Employment type | No | Full time, Part time, Contract, Temporary. |
| Status | No | Active, Inactive, On leave, Terminated. On leave stays in the active register; Terminated does not. |
| Hire date | Yes | |
| Probation ends | No | Counted by the Ending soon stat on the People overview when it falls within 30 days. |
| Contract ends | No | Counted the same way. |
| Work location | No | Free text. Can be used to split a pay run. |
| Centre | No | The business unit the person belongs to. |
| Tax ID | No |
Behind More work details: Nationality, Marital status, Grade, Other ID, Working hours per week, Notice period (days). They are hidden by default because most hires do not need them — open the section and they behave like any other field. If one of them fails validation the section opens by itself.
Pay
Pay frequency (Weekly, Every two weeks, Monthly) plus the person's pay items. Each row is one item:
| Column | Notes |
|---|---|
| Type | Salary, Benefit (non-cash), Allowance, Deduction, or Tax. |
| Name | What it is called on the payslip — Basic salary, Housing, Pension, Income tax. |
| Amount | The rate, as a plain number. The currency is your business currency and is never typed here. |
| Period | Monthly, Weekly, Every two weeks, Daily, Hourly, Quarterly, Annually, or One-time. |
| Count | How many of that period the amount covers. Changing the period sets a sensible default count you can overwrite. |
| Taxable | Whether the item is taxable. |
Amount and count are stored exactly as you type them. The monthly figure — amount × count — is worked out on the backend when a pay run is built, so the same rate produces the same payslip figure everywhere.
Hourly defaults to 160, Daily to 20, Weekly to 4, Every two weeks to 2, Quarterly to 0.333, Annually to 0.083, and everything else to 1. These are starting points — overwrite any of them.
Bank & emergency contact
| Field | Required? | Notes |
|---|---|---|
| Bank | Yes | Picked from the bank list, shown with its logo. |
| Branch | No | |
| Account name | Yes | Appears on the bank file as the beneficiary account name. |
| Account number | Yes | What the bank file pays into. |
| Sort code | No | |
| SWIFT code | No | |
| Payment method | No | Bank transfer, Cheque, or Cash. |
| Emergency contact name | Yes | |
| Relationship | Yes | |
| Emergency contact phone | Yes |
Behind More contact details on the emergency section: alternative phone, email, address.
Saving
First name, email, department, position, hire date, bank, account name, account number, and an emergency contact with a relationship and a phone. Everything else can be added later from the employee record. If something required is missing, a message names the section and the field.
The profile saves first. If you added pay items, they save in a second step immediately afterwards.
The new person is in the register and available for the next pay run.
On edit, the Pay section always sends the complete list of items. Anything you removed from the list is removed from the employee. This is why the page loads every existing item when you open it — so re-saving never quietly drops one.
You are taken to the employee record with a warning saying the profile saved but the pay items did not. Nothing is guessed and nothing is half-written — open the Payroll Management tab and add them there.
Editing later
Edit on an employee record reopens the same page with everything filled in. Two things behave differently from creating:
- The Pay section warns that saving replaces the current set of items
- Leaving with unsaved changes asks you to confirm first