Add & manage employees

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 ending soon). You can filter by active/inactive, organization and employment type, and open any card to view or edit that person's profile. From a card you can also end a role (start offboarding) — see Pending Gear Returns 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 onboarding wizard: 1 Identity, 2 Appointment, 3 Position (required), then optional 4 Banking, 5 Personal, 6 Documents, 7 Leave Plans, 8 Attendance & Shifts (base schedule, shift pattern, clocking terminal), and 9 Review and create. Each optional step has a Skip — finish later button. On create the employee record is made, login provisioned where configured, documents saved; their hours then measure against the schedule set. Steps 1-3 required; 4-8 optional.

The steps

Step	What you enter
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)	Their job position and department — this sets their reporting line in the org chart.
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 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 HR Health dashboard flags the hire until a terminal is set. HR can refine the weekly pattern later (see Manage schedules / Schedule Management).

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.
The full org chart — see the reporting structure this builds.
Pending Gear Returns — the offboarding side when a role ends.