Manage the employee master

Add and maintain employee records with KYC, bank details, salary structure, documents and optional self-service login.

7 min read·Updated 10 Oct 2026·hremployees

The employee master is where HR captures everyone on payroll — direct employees, contract staff and third-party staff. Each employee record is the single source of truth for identity, bank, salary, documents and attendance.

Add an employee

Step 1: Open HR & Payroll → Employees → Add employee

Fill in the sections top to bottom.

Screenshot pendingemployees-01.png

Add employee form

Step 2: Identity

Employee ID (unique, uppercase), First name, Last name, Date of birth (must be 18+), Date of joining, Status (ACTIVE, ON_LEAVE, RESIGNED, TERMINATED).

Step 3: Contact details

Phone (E.164), Alt phone, Email. Email must be unique and will be the login email if you create a system login.

Step 4: Permanent and current address

Fill both. Tick Same as permanent to mirror.

Step 5: Department and designation

Pick Department first — the Designation dropdown cascades to designations under that department. Both are mandatory.

Step 6: Employment type and work location

DIRECT for on-payroll, CONTRACT for fixed-term, THIRD_PARTY for agency-billed. Work location is Office, Firm-wide, Multi-project, or a specific project.

Step 7: KYC and PII

PAN (ABCDE1234F format), Aadhaar (12 digits), Bank account number (6-25 chars), IFSC, Bank name. The system also captures a corporate bank account separately if needed.

Step 8: Attach KYC documents and prior employment documents

KYC — PAN scan, Aadhaar scan, address proof. Prior employment — relieving letter, previous offer letter, salary slips, bank statements, experience letter.

Step 9: Set salary structure

Enter annual CTC and define components (Basic, HRA, Special allowance, PF, ESI). The Base salary (monthly) is derived from CTC / 12.

Step 11: Save

The employee is created. If you ticked the login, share the temporary password with the employee.

Edit an existing employee

Open the employee from the list and update any field. Edits are versioned — the audit tab shows what changed, when and by whom.

If an employee was created without a login and now needs one, open the Edit page and scroll to the System login section — click Create login and set a password. Admins can also reset the password or revoke the login from the same card.

What's next

Attendance — mark the employee's daily attendance.
Payroll runs — process monthly payroll.