Creating an Employee
Step-by-step guide to adding a new employee to the system, including all required and optional fields.
This guide walks you through the process of adding a new employee to TransportechAI. The creation form collects all the essential information needed to set up an employee record and grant them access to the platform.
How to Access
There are two ways to open the employee creation form:
- Navigate to Employees and click the "Create Employee" button in the top-right corner of the Employee List.
- Navigate directly to
/employees/createin your browser.
Both options open the same creation form.
Before You Begin
Make sure the following have been configured in your system before creating an employee:
| Prerequisite | Where to Configure | Why It Is Needed |
|---|---|---|
| Departments | Settings > Departments | You must assign the employee to a department |
| Roles | Settings > Roles & Permissions | You must assign a role that determines system access |
| Working Schedules | Settings > Working Schedules | Optional, but needed if you want to assign a shift immediately |
If you do not see the department or role you need in the dropdowns, ask your administrator to add them in the Settings module first.
Filling Out the Form
The employee creation form is organized into sections. Complete each section as described below.
Step 1: Basic Information
These are the core required fields that identify the employee in the system.
| Field | Required | Description |
|---|---|---|
| First Name | Yes | The employee's first (given) name |
| Last Name | Yes | The employee's last (family) name |
| Yes | A valid email address. This becomes the employee's login credential | |
| Phone Number | No | The employee's contact phone number |
| Date of Birth | No | The employee's date of birth, used for HR records |
| Gender | No | The employee's gender |
The email address must be unique across the entire system. If an email is already in use by another employee or user, you will receive an error. Double-check the email before submitting.
Step 2: Employment Details
These fields define the employee's position within the organization.
| Field | Required | Description |
|---|---|---|
| Department | Yes | Select the department this employee belongs to from the dropdown |
| Role | Yes | Select the role that determines the employee's system permissions |
| Employee ID | No | An optional internal employee ID or badge number used by your organization |
| Join Date | No | The date the employee started or will start working. Defaults to today if left blank |
| Employment Type | No | Full-time, Part-time, or Contract |
Step 3: Contact and Address
Provide the employee's contact and address details for HR records.
| Field | Required | Description |
|---|---|---|
| Address Line 1 | No | Street address |
| Address Line 2 | No | Apartment, suite, or building number |
| City | No | City of residence |
| State / Province | No | State or province |
| Country | No | Country of residence |
| Postal Code | No | ZIP or postal code |
Step 4: Bank Details
Bank information is used for payroll processing and reimbursement payments.
| Field | Required | Description |
|---|---|---|
| Bank Name | No | The name of the employee's bank |
| Account Holder Name | No | The name on the bank account |
| Account Number | No | The bank account number |
| IBAN | No | International Bank Account Number (if applicable) |
Bank details are not required during initial creation. You can add or update them later from the employee's detail page. However, bank details must be on file before the employee can be included in a payroll run.
Step 5: Profile Photo (Optional)
You can upload a profile photo for the employee. This photo appears in the employee directory, on their detail page, and next to their name throughout the system.
Accepted formats: JPG, PNG. Recommended size: at least 200x200 pixels.
If no photo is uploaded, the system will display the employee's initials as an avatar.
Step 6: Review and Submit
Before submitting, review all entered information. Pay special attention to:
- Email address -- This cannot be easily changed later and is used for login
- Department and Role -- These determine what the employee can see and do in the system
- Name spelling -- This appears across all modules and reports
Click the "Create" button to save the new employee.
What Happens After Creation
Once the employee is created:
- Employee record is created -- The employee appears in the Employee List with an Active status.
- User account is generated -- A user account is automatically created using the provided email address.
- Login credentials -- The employee can log in using the email address provided. They will be prompted to set their password on first login, or a temporary password will be sent to their email depending on your system configuration.
- Default data -- The employee starts with zero leave balance, no attendance records, and no payroll history. These build up over time as the employee uses the system.
Make sure the email address is correct and accessible by the employee. This is their primary login credential and is used for password resets and notifications.
Common Issues
| Problem | Solution |
|---|---|
| "Email already exists" error | The email is already registered. Check the Employee List for an existing record with this email |
| Department dropdown is empty | No departments have been configured. Go to Settings > Departments to create them |
| Role dropdown is empty | No roles have been configured. Go to Settings > Roles & Permissions to create them |
| Cannot upload photo | Check the file format (JPG or PNG) and ensure the file size is within the allowed limit |
Next Steps
After creating an employee, you may want to:
- View the Employee Detail Page -- Review the full profile and make updates
- Assign a Working Schedule -- Set up the employee's shift and schedule
- Configure Allowances -- Assign allowances to the new employee
- Assign to Payroll -- Link a salary schema for payroll processing