Creating a New Person

As a system administrator with the role of System Administrator or HR Administrator (see the document "Roles – Extended Permissions" if needed), you can create a new person in Simployer HRM.
The easiest way to do this is to click on the Menu in the upper right corner of Simployer, and then click on People under My Company:

Next, click on the plus icon to create a new person:

You can fill in some information in the next screen, but the simplest approach is to just enter the first name and last name, and optionally set the correct affiliation (this can also be done later on the person's page), then click "Add Person".

A message will confirm that the person has been added, with options for what you’d like to do next.
If you click "Register more information on [person’s name]", you’ll be taken to the newly created person’s profile page.
You can also find the person by searching for their name.

You are now on the person’s page:

The profile is currently blank and must be filled in with personal information.

Click the plus icons to add, for example, email (choose "email primary"), phone number (choose "mobile primary"), and home address.
It is common for the employee to enter information about emergency contacts and children themselves.

Under Affiliation, select the department where the person will work.
If you don’t specify a manager, the department’s default manager will be assigned to the person (see the document "Person Page and Position Information").

In the Personal Info section, you can enter the national ID number and bank account. Adding the ID number will automatically assign legal gender and age.

Add it via the "Add Identification" button.

It’s usually helpful to enter all available information before giving the new employee access to Simployer HRM.

You should also register employment information, which is done under Employment on the person's page:

Since there is no information here yet, it must be entered.

Click the plus icon at "Employment" and select "Create new employment".

You will now see the screen to create a new employment record, where you choose the correct employee ID and legal entity (if you only have one legal entity in Simployer HRM, select that one).

Simployer will suggest an employee ID based on previously used IDs.

If there is no integration between Simployer HRM and the payroll system, ensure that the employee ID matches the one in your payroll system, and correct it if needed.

If you check "Add new position" before clicking Save, the detailed job information form will open immediately.
You can also open this from the context menu under Employment -> "New Position".

Enter all relevant job details here, including work percentage.
Employee category indicates the employment type (see the document "Sizes and Values and Administration").
You must also enter the correct start date, job title (see same document for how to add new titles), and department.

For employees with only one position, it is good practice to match the job’s affiliation with the person’s affiliation (as described above).

You have now registered the employment information.
If the job’s start date is in the future, it will be displayed under "Future positions." Click "Show future positions" to view it.

If the start date is today, it will be shown immediately.

The person's profile is now filled out, and once they start in your organization, you can provide them with access to Simployer.

Scroll to the bottom of the person's main profile page (General Info) and locate the Account Information section.
You will see that the person does not yet have access.

To create the user account, click the plus icon in the Account Info section and follow the wizard.

In the first step, choose a username – typically the person’s email address.

Finally, assign application access. If Simployer is your only application, select that.
If you have multiple applications, choose "Give access to all applications", then remove any the person should not have.
Click "Create user account".

Now the person has a profile in Simployer HRM and a user account.

But the person still needs login information and a link to set their password.
A good way to send this is through a Welcome Letter.

Here’s how:
Go to the top menu on the person’s General Info page and select "Send welcome letter".

Choose "With username and password".

In the next screen, you will see the email the person will receive from Simployer – containing their username, a password setup link, and the login URL to Simployer HRM.

Scroll down to add a custom message, which will appear in the second paragraph of the email.