In this section, you will learn how to add a new employee or request to add a new employee, along with all the necessary employee information. This section contains four discussions related to the steps for entering new employee information. However, first, make sure you have set the employee quota limit, or click here for the explanation.

Here are the steps.

1. Go to the Employees menu, then select Employee directory.
   

2. Click “Add Employee”, then click “Add Employee”.
   

   Important
   The “Add Employee” button may change to “Request Employee”, making your approval mandatory to perform the “Add Employee” action for certain roles. This feature can be activated in the approval settings.
   1. To make an employee request, click “Request employee”.
   2. You can select “Request” and click Add new employee. Then, you can monitor the approval request status in the list below. If you need guidance on making a mass add employee request, read here.
   

3. Next, you will be directed to the employee information input page. There are four sections of data you need to complete: Personal Data, Employment Data, Payroll, and Invite Employee.
   

A. Personal Data

In the first section, you will be directed to the Personal Data page. This page contains the personal information of the new employee. To input Personal Data, follow these steps.

1. Enter the employee’s first and last names as per their identity card.
   

2. Fill in the Email address in the following field.
   

   The system will send an activation email to the employee’s email address.

3. Enter the employee’s phone number in the Phone number field and optionally add another phone number in the Additional phone number field.
   

4. Enter the place of birth in the Place of birth field (optional) and the birthdate in the Birthdate field.

   This information serves as the default password when the employee first opens their payslip.

5. Select one Gender option available, then choose the employee’s marital status in the Marital status field.
   

   - Gender will affect the types of leave entitled to the employee based on government regulations, for example: maternity leave. Therefore, it is mandatory to select one of the available options.
   - Marital Status can be used to create formulas, such as allowances/deductions whose amounts are based on marital status. Therefore, it is mandatory to select one of the available options.

6. Select one blood type in the Blood Type field and the employee’s religion in the Religion field.
   

   Religion will be used to calculate religious holiday bonuses (THR). Therefore, it is mandatory to select one of the available options.

7. In the "Address and Identity" section, select the employee’s country or nationality in the Country/Nationality field, then enter the employee’s Citizen ID number in the Citizen ID field.
   
    

   Important
   For Indonesian residents, you can fill the Citizen ID field with NIK (16-digit NPWP). Make sure NIK and 16-digit NPWP have been synchronized.

8. Click "Passport expiry date" to enter the employee’s passport expiration date and "Postal Code" to enter the postal code of the address on the identity card.
   

9. Fill in the Citizen ID Address with the residential address as per the identity card.
   

10. Enter the region name in the State / Province / Region field, the city name in the City field, and enter the appropriate postal code in the Postal code field. If the employee’s current residence address is the same as the official identity card address, you can check the box Use citizen ID address as residential address so that the Residential address field below will be filled automatically without needing to type it manually.
    

11. Enter the valid official passport number in the Passport number field, then select the passport expiration date using the calendar feature in the Passport expiration date field, next specify the passport issuance date in the Passport date of issue field, and finally select the country where the passport was issued from the dropdown menu in the Passport country of issue field.
    

12. Select the type of residence permit or visa through the dropdown menu in the Visa type field, then enter the official valid visa number in the Visa number field, specify the visa expiration date using the calendar feature in the Visa expiration date field, next select the visa issuance date in the Visa date of issue field, and finally select the country issuing the document from the dropdown menu in the Visa country of issue field.
    

13. After all personal data is properly and completely filled, click “Next”.
    

B. Employment Data

Next, you will be directed to the Employment Data page. On this page, you can fill in the complete employment data of the employee, such as Employee ID, Join date, and other important information.

1. Follow the steps below.
   

Notes:

No.	Field Name	Description
1	Employee ID	Enter the employee identification number. This number is unique and different for each employee. The numbering format can be set according to company policy. If you make a request to add an employee and the request is canceled or rejected, the employee ID can be reused for another employee.
2	Barcode	Enter the employee’s attendance number on the fingerprint machine, which is unique and different for each employee.
3	Group structure	Enter the organizational group structure of the company. Several fields will automatically fill based on the selected Group structure configuration.
4	Employment status	You must fill in the employee’s employment status, including default statuses such as Permanent, Contract, and Probation.
5	Join date	You must fill in the date the employee joined the company.
6	Sign date	If you select Permanent status, you must fill in the sign date in the field below. - If you select Contract or Probation status, you must fill in the contract or probation end date. If you want to add an Employment Status category, see the explanation here. - The Join Date can affect payroll rules according to company policy, such as salary prorate rules.
7	Branch	Enter the company branch where the employee works.
8	Organization	Enter the department name where the employee will work.
9	Job level	Enter the employee’s job level.
10	Job position	Enter the employee’s job position. - This choice affects the approval workflow settings. - Use the “Add New Job Position” button to add a new position if available.
11	Grade	Select the employee’s grade status, usually related to salary and allowance schemes (e.g., Grade IV).
12	Class	Select the employee’s class, usually related to salary and allowance schemes (e.g., IVA).
13	Schedule	Enter the employee’s regular work schedule.
14	Leave and holiday country	Select a country so the system can follow the leave and holiday regulations. Important This option is only available for companies subscribed to the international payroll feature.
15	Approver line	Select the employee’s direct approver (immediate supervisor) for requests such as leave applications.
16	Manager	Select the employee’s manager, which will be visible in the company’s organizational chart (Organization chart).
17	SBU	If your company has an SBU, click “Add SBU” to add an SBU You can then specify the SBU in the field that appears as shown above. You can remove the selected SBU by clicking the “-” icon or add another SBU by clicking “Add other SBU”.

C. Payroll

Next, you will be directed to the Payroll page, which is the stage for filling in employee payroll data at the company, including salary and tax data according to the regulations of the country where the company is located. Here are the steps.

1. Payroll Country Indonesia

1. In the Payroll section for Payroll country Indonesia, first you can fill in the Tax configuration section. Here is the explanation.
   

2. In the Payment account section, select the bank name in the Account type field. Enter the employee’s account number in the Account number field. A green checkmark will appear if the account number is correct and registered, and the bank account holder’s name will appear in the Account holder name field.
   

3. Then, you can complete the BPJS configuration section. Here are the steps.
   

4. After all data is properly and completely filled, click “Next”.
   

2. Payroll Country Malaysia

1. In the Payroll section for Payroll country Malaysia, first you can fill in the Salary section. Here is the explanation.
   

2. In the Payment account section, select the bank name in the Account type field. Enter the employee’s account number in the Account number field. A green checkmark will appear if the account number is correct and registered, and the bank account holder’s name will appear in the Account holder name field.
   

3. In the Tax configuration section for Payroll country Malaysia, first you can fill in the Salary section. Here is the explanation.
   

4. After all data is properly and completely filled, click “Next”.
   

3. Payroll Country Singapore

1. In the Payroll section for Payroll country Singapore, first you can fill in the Tax configuration section. The fields you need to fill will vary depending on the Residential status you select. Here is the explanation.

   1. Filling Steps for Foreigner Status (Foreign Worker): Select Foreigner in the Residency status field, specify the work visa type in the Foreigner Pass field, enter the official identification number in the FIN (Foreign Identification Number) field, then specify contributions for CPF, SDL (Skill Development Levy), and select the type of social assistance fund in the SHG (Self Help Group Funds) field.
      

   2. Filling Steps for Singapore Citizen (SC) Status: Select Singapore Citizen (SC) in the Residency status field, enter the national ID number in the NRIC (National Registration Identity Card) field, and specify the active deductions for mandatory contributions to CPF, SDL, and the type of social assistance fund in the SHG field.
      

   3. Filling Steps for Singapore Permanent Resident (PR) Status: Select Singapore Permanent Resident (PR) in the Residency status field, enter the ID number in the NRIC field, configure CPF and SDL contributions, specify the official approval date of permanent resident status in the Permanent resident approval date field, select the applicable contribution scheme in the Permanent resident scheme field, and complete the SHG options.
      

2. In the Payment account section, select the bank name in the Account type field. Enter the employee’s account number in the Account number field. A green checkmark will appear if the account number is correct and registered, and the bank account holder’s name will appear in the Account holder name field.
   

3. After all data is properly and completely filled, click “Next”.
   

D. Invite Employee

That concludes the explanation on how to add a new employee. To add new employees in bulk, click here.