What this guide covers
The Employee Directory is where HR finds people and adds new joiners. This explains the directory itself and walks through the onboarding wizard that creates a new employee.
Who can open it: the directory needs an HR permission (read, write or delete). Adding or editing an employee needs HR write permission; deleting a profile is admin-only.
The directory
The directory is a searchable, filterable list of employee cards. Each card shows the person and quick status pills (for example: currently on-site/away, probation ending soon, "CONTRACT ENDS" with the date). You can filter by active/inactive, organization and employment type. Click anywhere on a card to open that person's record.
Ending a role (offboarding) is not done from the card. Open the employee's record and use the Employment Status tab - see Employee page: Offboarding an employee, and Pending Gear Returns (offboarding) for what happens to their issued gear.
Adding a new employee — the wizard
Click Add Employee to open the onboarding wizard. It's a nine-step flow; the first three steps are required and the next five are optional — each optional step has a "Skip — finish later" button, so you can add it now or from the profile afterwards. Nothing is saved until the final step.
The steps
1 · Identity (required) — The person's name and the login credentials they'll use on day one.
2 · Appointment (required) — Employment type, start date, and a contract-end date if it's a fixed term.
3 · Position (required) — Two separate fields: "Position *" (the job title, picked from the job positions list) and "Department *" (picked from the department list). They are independent: a job position carries no department, and nothing is inherited from the title. The department is what drives approvals, team pages and org scoping - the on-screen hint says exactly that. An optional "Position Start Date" defaults to the appointment date.
4 · Banking (optional) — Pay details. Sensitive — only authorised HR can see/edit this.
5 · Personal (optional) — Contact and next-of-kin / personal details.
6 · Documents (optional) — Attach the contract, ID copy, certificates, etc.
7 · Leave Plans (optional) — Assign the leave plan that seeds their leave balances (see HR Settings — leave types, plans & balances).
8 · Attendance & Shifts (optional) — The base schedule (clock bands + overtime policy), an optional ready-made shift pattern (picking one also sets its base schedule), and the clocking terminal (type to match a device by name; free text allowed). Leave blank to inherit the department/global default.
9 · Review & create — Check everything, then "Create Employee".
On "Create Employee", the record is created, their login is provisioned (where that's configured), and any attached documents are saved. The person then appears in the directory and can start clocking in.
Good to know
You can move Back and Next freely while filling the wizard — nothing commits until you press "Create Employee" on the Review step.
Skipped optional steps can always be completed later by opening the person's profile.
It's a live record — use the actual joiner's real details (this guide uses made-up examples only).
Set the schedule at step 8 so attendance measures the hire's hours correctly from day one. You can leave the clocking terminal blank to inherit the default — attendance still works, but the hire is listed under "Config gaps" on the HR Portal until a terminal is set. HR can refine the weekly pattern later (see Schedule Management (HR)).
Since the department is set directly on the person (not through the job title), check it whenever someone moves teams. Changing their position does not move them.
Related guides
HR Settings - organisation setup — create the departments and positions you'll assign here.
HR Settings — leave types, plans & balances — set up the leave plan you assign at step 7.
Departments: build the structure and put people in them — how the department you pick at step 3 is used.
The full org chart (HR view) — see the reporting structure this builds.
Pending Gear Returns (offboarding) — the offboarding side when a role ends.