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Adding a New Employee

Overview #

The Add Employee feature allows authorized users to create a complete employee profile in Office-X.

The employee creation process is completed through a guided 5-step form. Each step collects specific employee information, including employment details, personal information, addresses, bank details, benefits, leave entitlements, overtime eligibility, lieu leave eligibility, and shift worker status.

After successful creation, the employee appears in the Employees list, and the system sends a welcome email to the employee’s work email with login credentials.

Who Can Use This Feature #

The Add Employee feature can be used by:

  • Subscriber Admin
  • Tenant Admin
  • Employee with Add Employee permission

Permission Behavior #

Employees can use this feature only when permission is assigned from:

Subscriber Admin → Permission → Employee

Required permission:

  • Add Employee
    • Create permission must be enabled

If permission is not assigned:

  • The Add Employee button is hidden or restricted.
  • Direct page access shows the Access Denied Page.

Tenant Admin can access this feature by default.

Access / Navigation #

To add a new employee:

  1. Go to Dashboard → Employees.
  2. Click the Add Employee button.
  3. The system opens the Add Employee multi-step form.

Navigation path:

Dashboard → Employees → Add Employee

Add Employee Page Layout #

The Add Employee page has a 5-step wizard:

  1. Employment Info
  2. Personal Info
  3. Present Address
  4. Permanent Address
  5. Bank Details

Each step collects a different part of the employee profile. Required fields are marked with an asterisk *.

Step 1: Employment Info #

The Employment Info step collects the employee’s main work-related information.

Fields Available #

  • First Name
  • Middle Name
  • Last Name
  • Email
  • Department
  • Designation
  • Reporting Manager
  • Joining Date
  • Pay Type
  • Pay Rate / Hourly Pay Rate / Monthly Pay Rate
  • Employee ID
  • Employment Status
  • Employment Type
  • Probation End
  • Eligible for Paid Leave on Probation Period
  • Eligible for Overtime
  • Eligible for Lieu Leave
  • Shift Worker
  • Benefits
  • Leave Entitlements

Employee ID #

The Employee ID is automatically generated after selecting a department.

You can use the generated Employee ID or customize it manually.

The system checks whether the Employee ID is available before you can continue.

If the Employee ID already exists, you cannot continue until a unique Employee ID is entered.

Department and Designation #

The Designation dropdown depends on the selected Department.

Behavior:

  • If no department is selected, the designation list remains unavailable.
  • If a department is selected, only designations under that department are shown.
  • If the selected department has only one designation, the system may auto-select it.
  • If the department is changed and the previous designation does not belong to the new department, the designation field is cleared.

Pay Type and Pay Rate #

The pay rate field label changes based on the selected pay type:

  • If no Pay Type is selected, the label shows Pay Rate
  • If Pay Type is Hourly, the label shows Hourly Pay Rate
  • If Pay Type is Salary, the label shows Monthly Pay Rate

For salary-based employees, enter the monthly amount.

The amount may be basic salary or gross salary depending on your payroll setup.

For annual salary employees, convert the annual amount to monthly before entering it.

Overtime and Lieu Leave #

Office-X supports overtime and lieu leave eligibility based on pay type and payroll settings.

Eligible for Overtime #

When Eligible for Overtime is selected, overtime-related fields appear.

These fields may include:

  • OT Rate Per Hrs
  • Daily OT
  • Daily OT Threshold
  • Weekly OT
  • Weekly OT Threshold
  • Daily Double-Time OT
  • Daily Double OT Threshold

Overtime fields are prefilled from:

Business → Payroll Config → Overtime Calculation Setting

Eligible for Lieu Leave #

Lieu Leave is available only for eligible salary-based employees.

Important behavior:

  • Hourly employees are not eligible for Lieu Leave.
  • If Pay Type is Hourly, Lieu Leave is automatically disabled.
  • Overtime and Lieu Leave are mutually exclusive.
  • If Lieu Leave is selected, the overtime section is hidden.
  • If Overtime is selected, the Lieu Leave option is hidden or unavailable.

Probation Settings #

You can set a Probation End date for the employee.

Behavior:

  • Probation End is optional by default.
  • Probation End cannot be before the Joining Date.
  • If Eligible for Paid Leave on Probation Period is selected, Probation End becomes required.
  • If no Probation End date is selected, the paid leave on probation checkbox remains disabled.

Shift Worker #

Select Shift Worker if the employee works under shift-based scheduling.

If selected:

  • The employee can be assigned shift schedules.
  • Shift schedule data can be used for attendance and payroll calculations.

If not selected:

  • The employee follows normal weekly work hour configuration.

Benefits #

You can assign salary benefits during employee creation.

The benefit options are loaded from:

Admin → Benefits

Available benefit examples:

  • Home Allowance
  • Health Insurance
  • Travel Allowance

When a benefit is selected, an amount field appears.

Leave Entitlements #

You can assign annual leave entitlements during employee creation.

The leave entitlement options are loaded from:

Admin → Leave Type

Available leave examples:

  • Casual Leave
  • Sick Leave

When a leave type is selected, a quota field appears.

Leave quotas are shown later in the employee’s Leave Quota tab.

Step 2: Personal Info #

The Personal Info step collects the employee’s personal details, photo, and emergency contact information.

Fields Available #

  • Gender
  • Blood Group
  • Date of Birth
  • Personal Email
  • Phone
  • Profile Photo
  • Emergency Contact Name
  • Emergency Contact Relation
  • Emergency Contact Phone
  • Emergency Contact Email
  • Emergency Contact Address

Profile Photo Upload #

You can upload a profile photo for the employee.

Supported rules:

  • File type: JPG, PNG
  • Maximum size: 1 MB
  • Recommended image size: 300×300

After selecting an image, the system opens the image cropper.

You can:

  • Crop the image
  • Adjust zoom
  • Cancel crop
  • Apply crop

After applying the crop, the cropped image is shown as the employee profile photo preview.

Step 3: Present Address #

The Present Address step collects the employee’s current address.

Fields Available #

  • Address Line 1
  • Address Line 2
  • Country
  • State / District
  • City
  • Post Office
  • Postal Code

Address Selection Behavior #

Address fields follow a dependent selection flow:

  1. Select Country
  2. Select State / District
  3. Select City

The State/District field becomes available after selecting Country.

The City field becomes available after selecting State/District.

For countries such as the United States or Canada, the system may show only Postal Code instead of both Post Office and Postal Code.

Step 4: Permanent Address #

The Permanent Address step collects the employee’s permanent address.

Fields Available #

  • Address Line 1
  • Address Line 2
  • Country
  • State / District
  • City
  • Post Office
  • Postal Code

Same as Present Address #

If the employee’s permanent address is the same as the present address, select:

Same as Present Address

When selected, the system copies the Present Address data into the Permanent Address fields.

Step 5: Bank Details #

The Bank Details step collects employee bank information.

Fields Available #

  • Bank Name
  • Branch Name
  • Account Number
  • Account Holder Name
  • Routing Number
  • TIN / SSN / NID

Bank Details Are Optional #

All bank detail fields are optional.

You can create the employee without entering bank details.

If bank details are provided, they are saved with the employee profile.

Button Behavior #

  • Cancel: Exits the Add Employee form and returns to the Employees list. Unsaved changes are discarded.
  • Reset: Clears only the current step’s information.
  • Back: Returns to the previous step while keeping entered data.
  • Next: Validates the current step and moves to the next step if all required fields are valid.
  • Submit: Appears on Step 5, validates the full form, and creates the employee record.

What Happens After Employee Creation #

After successful employee creation:

  • The employee appears in the Employees list.
  • The employee profile is created.
  • Selected leave quotas are assigned.
  • Selected benefits are assigned.
  • Bank details are saved if provided.
  • Profile photo is saved if uploaded.
  • A welcome email is sent to the employee’s work email.
  • The email contains login credentials.
  • The employee must change the password on first login.

Success message:

“Employee created successfully”

Email Notification #

After successful employee creation, the system sends a welcome email to the employee’s work email.

The email includes:

  • Login URL
  • Username
  • Temporary password
  • Instruction to change password after first login

The employee is created with password change required on first login.

Frequently Asked Questions #

Can I create an employee without bank details? #

Yes. Bank details are optional. You can create the employee without entering bank information.

Can I change the auto-generated Employee ID? #

Yes. The system generates an Employee ID based on the selected department, but you can customize it manually. The ID must be unique.

Why is the Lieu Leave option not showing? #

Lieu Leave is not available for hourly employees. If Pay Type is Hourly, the system automatically disables Lieu Leave.

Why are overtime fields already filled? #

Overtime fields are prefilled from the organization’s payroll overtime configuration:

Business → Payroll Config → Overtime Calculation Setting

Why is the paid leave on probation checkbox disabled? #

The checkbox remains disabled until a Probation End date is selected.

What file types are allowed for profile photo? #

Only JPG and PNG files are allowed. Maximum file size is 1 MB.

Does the employee receive login credentials automatically? #

Yes. After successful creation, the employee receives a welcome email at their work email with login credentials.

Does the employee get a seat automatically? #

No. Employee creation and seat assignment are separate. If your system requires a seat for login access, assign a seat after creating the employee.

Updated on June 9, 2026
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