People · How-to
Add an employee
Create an employee record with their job details and start date, so time off, onboarding and payroll can use it.
Open the directory and start a record
Open People and press “Add employee”. The button is there only for a role that can create People records.
Enter the name and work email
Type the “First name”, “Last name” and “Work email”; all three are required. Use the address the person signs in to Setvos with: a record with that address links itself to their login the first time they open their time clock or payslips.
Add the job details
Fill in “Job title” and “Department”, find their “Manager” by name (or leave it on “No manager”), and pick the “Type”: full-time, part-time, contract, intern or temporary. Their time-off requests notify the manager, if the manager's own record is linked to a login.
Set the start date and location
“Start date” matters: a record whose start date is in the future starts as Onboarding, onboarding tasks fall due counting from it, and payroll pays from it. “Location” is free text, such as a branch name. Everything in this form can be changed later with “Edit profile” on the record.
Add an annual salary if they have one
“Annual base salary” is there only when Payroll is on and your role can edit it. Filled in, it becomes the first row of their pay history: a fixed monthly salary of a twelfth of the figure, from the start date. Hourly, commission and per-class pay are set on the record's “Compensation” tab instead.
Save the record
Press “Add employee”. The record gets an employee number, such as EMP-0001, and opens so you can carry on. If the “Onboarding checklist” automation is on in Onboarding, their checklist starts at the same moment.
Common questions
- Can I create the record when I invite someone?
Yes. After you send an invitation on Settings › Members, press “Create employee record” beside the address. You can also open a member there and press “Create employee record” on their panel, which links the record to them straight away.
- Can I import employees from a spreadsheet?
No. Employees are added one at a time with “Add employee”.
- Can I add an employee on the phone?
Yes: “Add employee” in People creates the record; a login and onboarding can be added after. The pay fields need payroll access.
Read next
Link an employee record to a login
Connect a record to the person's Setvos account, so their time clock, payslips, rota shifts and till sales are counted as theirs.
Read and update an employee's record
Find everything about one person on their record, change their details and working week, and offboard them when they leave.
Organise people into departments
Create, rename and delete departments, so you can filter the team, the time-off list and job openings by department.
Start onboarding for a new hire
Give someone a checklist by hand, or let every new employee record get one automatically.
Invite people to your workspace
Send email invitations, choose each newcomer’s role and teams before they join, and see or revoke the invitations still waiting.
Set how someone is paid
Choose a pay scheme for an employee (monthly, hourly, commission, tiered or per class) from a date, and keep every change as history.
More in People
Open in Setvos
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