Employee Management

Add an employee

Create an employee record with just a name and email, then complete their employment, working hours, banking and other details at your own pace.

  • HR Admin
3 min read
On this page (7 sections)
  1. Before you begin
  2. Add the employee
  3. What each section holds
  4. What happens when you save
  5. Next steps
  6. Troubleshooting
  7. Frequently asked questions

Before you begin

Only First Name, Last Name and Email are required — everything else can be filled in later. To get the most from the form, set these up first:

Add the employee

Go to
  1. Employees
  2. Add Employee

The Add New Employee panel slides out over the employee list. You can also open it with Add New Employee on the Employee Management page.

  1. In Personal & Contact Info, enter the First Name, Last Name and Email.

  2. Fill in any other sections you have details for — see the table below.

  3. Choose a Branch in Employment & Team Assignment.

    The branch’s default work schedule and shift are filled in for you, and the designation list is narrowed to designations used in that branch.

  4. To invite the employee to the employee portal right away, tick Grant Portal Access.

  5. Click Save Employee. You’ll see “Employee created successfully.”

What each section holds

SectionFields
Personal & Contact InfoFirst Name, Last Name, Email (required), Work Phone, Mobile Phone, Date of Birth, Years of Experience, and Grant Portal Access.
Emergency ContactContact Name, Relationship, Phone Number.
Employment & Team AssignmentDesignation, Branch, Department, Job Category, Team, Reporting Manager, Location, Employment Type, Status, Start Date, Job Specification / Summary.
EducationDegree / Qualification, Institution, Year Completed — add as many as you need.
Past EmploymentCompany Name, Designation, From, To, plus Experience Letter and Resignation Letter uploads.
Working HoursWork Schedule and Work Shift (choose a branch first).
Payroll TypePay Type, Pay Frequency, Annual Salary or Hourly Rate — for reference.
ImmigrationWork authorisation status, visa expiry, passport number and expiry. Leave blank if not applicable.
Banking DetailsBank Name, Account Number, Routing Number and Account Type. Stored encrypted.

What happens when you save

  • An Employee ID is generated automatically as a five-digit number, such as 00042. You can’t type your own.
  • If you didn’t pick a work schedule or shift, the branch default is assigned from today.
  • The employee’s document folders are created in the Document Center.
  • No email is sent unless you ticked Grant Portal Access.

Next steps

Troubleshooting

ProblemWhat to do
“The email has already been taken.”The email belongs to another employee or user. Search the list — if the person shows Complete Profile, use that instead.
Designation list is emptyChoose the Branch first; designations are filtered by branch.
No schedules or shifts to chooseSelect a branch. If the list is still empty, create them in Payroll Settings.
Job Category or Team list is emptyThese lists aren’t editable in the app yet — leave them blank or contact support.
“Could not save the employee profile - no employee was created.”Nothing was saved. Try again; if it repeats, contact support.

Frequently asked questions

First Name, Last Name and Email. You can complete everything else later with Edit.

Only if you tick Grant Portal Access. Otherwise you can invite them later from the list. See Employee portal access.

No. The Employee ID is generated automatically as a five-digit number.

Related articles

Add an employee | Mocha HRMS Help Center