Adding Your First Employee

Once your organization structure is in place — departments, designations, offices, and roles — you are ready to add employees to Udyamo HRMS. This chapter walks through creating an employee record, understanding each required field, and what happens after you save.

Prerequisites

Required: Before adding employees, complete the following setup steps:

• At least one department exists (see Departments & Designations)
• At least one designation exists within that department
• At least one office exists (see Offices & Locations)
• Your work week and timezone are configured (see Work Week, Timezone & Fiscal Year)

Navigating to the Add Employee Form

1. From the sidebar, click Employees.
2. On the Employees list page, click the Add New button in the top-right corner.
3. The Add Employee form opens.

Required Fields

The Add Employee form contains several sections. The table below lists every required field and what to enter.

Tip: The Employee ID field does not auto-generate. Establish a consistent naming convention (for example, EMP-001, ENG-042, or 2025-0001) before you start adding employees in bulk.

Understanding Worker Type

Udyamo HRMS supports two worker types through the worker_type field on the OrganizationEmployee model:

Warning: Changing worker type after payroll has been processed for an employee may cause discrepancies. Set the correct type at the time of creation.

Understanding Employee Status

The Status field controls whether an employee appears in active lists, payroll runs, and attendance tracking.

Tip: New employees should always be added with the Active status. Other statuses are typically set during the employee lifecycle (resignation, termination, etc.).

Filling Out the Form — Step by Step

Step 1: Enter Basic Information

1. Type the employee's First Name and Last Name.
2. Enter their Email address. This must be a valid, unique email.
3. Enter the Employee ID following your organization's convention.

Step 2: Assign Department and Designation

1. From the Department dropdown, select the appropriate department.
2. The Designation dropdown will filter to show only designations under that department. Select one.

Tip: If the department or designation you need does not exist, open Settings > Organization > Departments in a new tab to create it, then return to this form and refresh the dropdown.

Step 3: Assign Office

1. From the Office dropdown, select the employee's primary office location.
2. If the employee works across multiple offices, you can assign additional offices later through the employee profile (using the OfficeEmployee association).

Step 4: Set Employment Details

1. Select the Date of Joining using the date picker.
2. Choose the Worker Type — Employee or Contractor.
3. Enter the Annual CTC in INR (whole numbers, no decimals needed).
4. Confirm the Status is set to Active.

Step 5: Save the Record

1. Review all fields for accuracy.
2. Click the Save button.
3. A success message confirms the employee has been created.

What Happens After You Save

When you save a new employee record, Udyamo HRMS performs several actions:

1. Employee Record Created — The employee appears in the Employees list with the status you selected.
2. OrganizationEmployee Association — The system creates the link between the employee and your organization, storing the employee ID, date of joining, CTC, worker type, and status.
3. OfficeEmployee Assignment — The employee is assigned to the selected office.
4. Invitation Email Queued — If the employee has a valid email, an invitation is automatically queued. The employee will receive an email with a secure, token-based link to set up their password and access the self-service portal.

Tip: The invitation uses the Devise Invitable gem. The invitation token has an expiration period. If the employee does not accept in time, you can resend the invitation from their profile. See Inviting Employees & Self-Service for details.

Admin-Created vs. Self-Registered Employees

Warning: Self-registration, if enabled, requires careful follow-up to ensure all employment details (department, designation, CTC, statutory numbers) are completed by an administrator.

Verifying the New Employee

After saving, verify the employee record:

1. Navigate to Employees from the sidebar.
2. Locate the new employee in the list. Use the search bar or filter by department.
3. Click the employee's name to open their profile.
4. Confirm all details are correct: name, email, employee ID, department, designation, office, date of joining, worker type, CTC, and status.

Adding Statutory Details

After creating the employee, you should add their statutory identifiers. Navigate to the employee's profile and enter:

These fields are stored on the OrganizationEmployee model and are required for statutory compliance and payroll processing. See Employee Profiles for full details.

Common Errors and Solutions

Next Steps

After adding your first employee:

• Complete their profile with personal details, bank information, and documents — see Employee Profiles
• Add more employees individually or use Bulk Import for large teams
• Send invitations so employees can access the self-service portal — see Inviting Employees & Self-Service