Bring new employees onto your team

Hired someone new? Adding them to Officaid takes just a few minutes. The process walks you through three simple steps: contact details, employment information, and payroll setup. Once complete, the employee's profile is ready for payslips, leave tracking, and everything else.

Before You Begin

Make sure you have:

• Available seats in your plan. Each active employee requires one seat.
• Basic employee information like name, email, job title, and start date.
• Payroll details including salary and bank account information.

Step-by-Step Guide

1. 1 Navigate to Team from the left sidebar.
2. 2 Click Directory from the submenu.
3. 3 Click the + Add Team Member button in the top right corner.
4. 4 Complete the three-step wizard: Contact, Employment, and Payroll.

Step 1: Contact

The first step captures who the employee is:

• Select Contact from the dropdown to link an existing contact from your Network, or click + New to create a new one.
• Name is required and will display throughout Officaid.
• Email for sending payslips and communications.
• Phone for contact purposes.
• Remarks for any additional notes.

Step 2: Employment

The second step captures their role and employment terms:

• Status such as Active, On Probation, Inactive, or Terminated.
• Employment Type such as Full-time, Part-time, Contract, or Intern.
• Date of Birth for contribution calculations and records.
• Nationality for compliance purposes.
• Join Date when the employee starts.
• Probation End Date if applicable.
• Pass Type and Pass Number for foreign employees on work passes.
• Ethnicity for Self-Help Group (SHG) contribution calculations.
• Religion for records.
• Department to organize employees by team.
• Office Location if you have multiple locations.
• Employee Code which you can customize or let Officaid generate.
• Reporting To to define their manager.
• Work Email and Work Phone for business contact details.

Step 3: Payroll

The final step sets up their compensation:

• Designation for their official job title.
• Grade if your company uses a grading system.
• Base Salary as the monthly amount before allowances or deductions.
• Currency for their salary.
• Salary Update Date when this salary takes effect.
• Remarks for any payroll notes.
• Payment Type such as Bank Transfer.
• Bank Name for salary payments.
• Bank Account Number for deposits.

Once you complete all three steps, click Save to create the employee profile.

After Adding an Employee

The new employee appears in your Directory immediately. From their profile, you can:

• Add allowances and deductions.
• Upload documents like contracts and IDs.
• Set leave entitlements.
• Add emergency contacts and dependants.
• Assign company inventory.

Frequently Asked Questions

What's Next?

Continue setting up your new employee:

• Viewing Employee Details shows you all sections of an employee profile.
• Setting Up Allowances and Deductions explains how to add recurring payroll items.
• Managing Employee Documents covers uploading contracts, IDs, and certifications.