Help Center/Employee Management/Adding New Employees
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Employee Management
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Adding New Employees

Learn how to add new employees to your ZippyHRM system, set up their profiles, and assign them to departments.

New Features

  • Impersonate Employees: Admins can now log in as any employee for troubleshooting and support.
  • Simplified Employees Table: The employees list now shows only Name, Position, Status, Email, and Actions for a cleaner view.
  • Editable Employee Profile: Employees can now update their personal, address, and bank details, and upload an avatar from their profile page.

Quick Access

Navigate to Dashboard → Employees → Add Employee to start adding new team members.

Method 1: Adding Individual Employees

Step-by-Step Process
  1. Navigate to Employee Section
    • From your dashboard, click on "Employees" in the sidebar
    • Click the "Add Employee" button in the top right
  2. Fill Personal Information
    • First Name and Last Name (required)
    • Email address (will be used for login)
    • Phone number
    • Date of birth
    • Address details
  3. Employment Details
    • Employee ID (auto-generated or custom)
    • Job title/position
    • Department assignment
    • Employment type (Full-time, Part-time, Contract)
    • Start date
    • Reporting manager
  4. Salary Information
    • Base salary amount
    • Pay frequency (Monthly, Bi-weekly, Weekly)
    • Currency
    • Allowances (if any)
  5. Additional Information
    • Emergency contact details
    • Bank account information (for payroll)
    • Profile photo upload
    • Notes or comments
  6. Review and Save
    • Review all entered information
    • Click "Save Employee" to create the profile
    • Employee will receive a welcome email with login instructions

Required vs Optional Fields

Required Fields
These fields must be completed to create an employee profile
  • First Name
  • Last Name
  • Email Address
  • Job Title
  • Department
  • Start Date
  • Base Salary
Optional Fields
These can be added later or left blank
  • Phone Number
  • Date of Birth
  • Address
  • Profile Photo
  • Emergency Contact
  • Bank Details
  • Notes

Best Practices

Email Addresses
  • Use business email addresses when possible
  • Ensure email addresses are unique (no duplicates)
  • Double-check spelling to avoid login issues
  • Consider using a standard format (firstname.lastname@company.com)
Employee IDs
  • Use a consistent numbering system (e.g., EMP001, EMP002)
  • Consider including department codes (HR001, IT001)
  • Keep IDs short but meaningful
  • Avoid using personal information like SSN
Department Assignment
  • Create departments before adding employees
  • Assign employees to their primary department
  • Consider cross-functional roles carefully
  • Update assignments when employees change roles

Troubleshooting Common Issues

"Email already exists" Error

Problem: The email address is already registered in the system.

Solution: Check if the employee already exists, or use a different email address. Each employee must have a unique email.

Department Not Available

Problem: The desired department doesn't appear in the dropdown.

Solution: Create the department first by going to Dashboard → Departments → Add Department.

Employee Not Receiving Welcome Email

Problem: New employee doesn't receive login instructions.

Solution: Check spam folder, verify email address spelling, or manually send login credentials.

What's Next?
After adding employees, consider these next steps:

Set Up Payroll

Configure salary payments and generate payslips

Organize Departments

Create and manage company departments

Upload Employee Documents

Store contracts, IDs, and other files

Dashboard Overview

Learn to navigate your HR dashboard

Need Help Adding Employees?

Our support team can assist with bulk imports and complex setups.

Contact SupportEmail Us