How can admin add a new employee to greytHR database?

Adding a new employee to a company involves multiple steps from job posting to payroll and database setup, requiring meticulous attention to detail to ensure proper onboarding and integration into the organization.

To add a new employee, the admin must consider the following points:

Before adding an employee to the database, you can enable the Enable Rehire Check in Add Employee option from the Employee Options page to perform the rehire check. To know how to enable the RehireCheck option, click here. However, if you wish to skip the rehire check of the employee then you can proceed to add an employee to the database on the Add Employee page from the Basic Information section.

1. From the greytHR Admin portal, in the Search Actions search box, enter  Add Employee. The Add Employee page opens.

2. Under Step 1: Rehire Check, enter the Name, Date Of Birth, Aadhaar Number, and PAN Number in their respective fields. 

   Note:

   1. In the Middle East, customers can input their National Id or Qatar Id as alternatives to Aadhaar Number and PAN Number to accommodate regional identification requirements.

   2. For the default accounts, only the Aadhaar Number field will be visible. The other fields can be configured from the Employee Options page.

3. Click Check to check for any duplicate entries. A list of employee records matching with given details appears.
   Note: The employee records include both exited and active employees. 

4. Click the > arrow on the relevant employee card to view the joining/exit details of the employee. The Rehire Check pop-up appears. 

5. Click View Details to view the complete off-boarding details of the exited employee. For active employees, The View details option will take you to the employee profile.

6. After checking all the required information, select the radio button on the exited employee card. 
   Note: By selecting the employee, you can continue adding the details of the employee. 

7. Click Next. Step 2: Basic Information section form appears with the prefilled information of the resigned employee.

   Note: On opting to copy the details of the exited employee, only fixed information and its supporting documents will be copied.

8. Enter the basic details of the employee, such as Employee Number Series, Employee No, Reporting Manager, Date Of Joining, and Emergency Contact Number. We recommend you fill in as many details as possible.
   Note: If you incorrectly enter an Aadhaar number that matches with an existing employee's number, the system will not accept it.

9. Select Allow the employee to fill in their information check box to allow the employee to fill in their information during onboarding.

10. Click Employee Onboarding Policy. The link redirects you to the Employee Information Settings page. The page enables you to make changes to the employee onboarding form.

11. Click Next. Step 3: Employee Position form opens.

12. Enter the employee details such as Designation, Department, Grade, Location, and Attendance Scheme.

13. Click Next. Step 4: PF, ESI & LWF form opens.

14. Enter employee details such as PAN Number, PF Number, and UAN Number. 

15. Select an appropriate PF Excess Contribution option.

16. Click Next. Step 5: Payment Mode form opens.

17. From the Payment Type dropdown list, select the mode of payment.
    Note: If you select the option Bank Transfer/Demand Draft, you must enter the additional details such as Bank Name, Bank Branch, DD Payable At, and Account Number.  

18. Click Finish to complete the process of adding a new employee. A page appears which displays the summary of details of the new employee.
    Note:

    1. If you click Cancel, you can lose the unsaved changes.

    2. The View Profile button redirects you to the Employee Profile page. The page allows you to add more details to the employee’s profile.

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Related Links:

❓FAQs - To read more FAQs about Adding employees, click here.

📃Documentation - To learn more about Add new employee page, click here. 

▶Video:

• To watch the video on Adding a new employee, click here.
• To watch a video on how to enable the RehireCheck option, click here.

📢Product Update - To read about the product update, click here.