Add an employee

Use the individual employee form to add one person at a time. It walks you through five steps and gives you a review before you save.

Access needed

Access depends on your assigned permissions and workflow scope.

Create a new employee: employees.create
Employee metadata and record reads use employees.read; organization pickers use organization.read. Lookup access is distinct from the creation permission.
Role and permission labels
Typical responsibility: HR administrator. Role names alone do not grant access.
Create employees

Demo screenshots may show broader access than your account.

Prepare the information

Search the directory first to check that the person is not already recorded. Have the following ready:

First and last name, date of birth, and gender.
A valid email address.
A unique employee number and the correct hire date.
Department, position, manager, and employment type when known.
Any optional address, identification, or employment-policy information your organization needs.

In the employee directory, select Add Employee → Individual. Use Next to move through the steps and Back to correct earlier information. The screenshots show a fictional draft; use your own organization's information.

1. Personal

Enter the person's first and last name. Add a middle name when applicable. Enter a past Date of birth after 1900 and select Gender. National ID and passport fields are optional; only enter identifiers your organization needs and is permitted to hold.

Add employee Personal step with fictional name, birth date and gender — Use the correct personal details. Optional identifiers can remain empty.

2. Contact

Enter a valid Email address and an optional phone number. Double-check the spelling of the email address before continuing.

Add employee Contact step with a fictional example email — Check the email address before continuing.

3. Address

Leave all address fields empty if you are not recording an address. If you provide any address details, include the Street address. Add city, state or province, postal code, and country as appropriate.

Add employee Address step with empty optional address fields — Leave the address empty when it is not being recorded; include a street if adding address details.

4. Employment

Review the Employee number, even if the form suggests one. Use a unique number that follows your organization's naming convention. Keep prefixes and leading zeros. An identifier already used by an archived employee may still be unavailable.

Choose the correct Hire date. It must be after the birth date and no more than one year ahead. Employee number and hire date cannot be changed through the ordinary employee-details edit form, so check them carefully now.

Field	How to choose
Employment type	Select the arrangement that applies to the employee.
Department	Select the department the employee belongs to, when known.
Position	Select the job they hold. A position is different from an access-control role.
Manager	Select the person they report to when known. Do not infer this from the department name.
Probation end date	Leave blank to use the organization default, or enter the agreed date. It cannot be before the hire date.
Notice period	Leave blank to use the organization default, or select the agreed override.

Create missing departments and positions first if necessary. Check both selections rather than assuming a position automatically assigns the employee's department.

Add employee Employment step with an example number, department and position — Review the employee number, hire date, department and position. A manager can be chosen when known.

5. Review and save

Check each section
Review the name, email, employee number, hire date, department, position, and manager. Confirm that blank optional fields are intentional.
Correct anything that is wrong
Use Back or an available earlier step to make corrections, then return to Review. Select Cancel if you do not want to create the record.
Save once
Select Add employee and wait for the result. A validation or save error needs attention; it is not a successful save. Avoid repeatedly submitting while a request is still processing.
Verify the saved record
Return to the directory and search for the exact employee number. Open the record and check the details. If a save result was unclear, look for the record before trying to create it again.

Add employee Review step summarizing the fictional draft — This is an unsaved example. Check each section before selecting Add employee.

If you cannot save

Problem	What to do
A required field is missing	Return to the indicated step and complete the highlighted field.
The employee number is already in use	Find the existing record or choose a different number that follows your organization's convention.
A date is rejected	Check the birth date, hire date, and probation end date together.
A department or position is unavailable	Confirm that it exists, is active, and is visible to your account.
The workspace has reached its employee limit	Ask your administrator to review the workspace's employee allowance. Do not create a duplicate or change another person's status to bypass the limit.
The server reports an error	Keep the intended details, check whether the record exists, and contact your administrator if the error continues.

After saving, verify the recorded employment status. A future-dated individual hire may start as Pre Hire, with activation tied to the organization's time zone. See Employment status and probation before changing a new starter's status.