Adding a new employee in Simployer One

How do I add a new employee in Simployer One? 

Add a new employee in Simployer One either by creating the person as a candidate or by adding the person directly to New hires with Onboard colleague. Use the candidate flow when the employee needs to sign a contract. Use the New hires flow when the employee does not need to sign a contract and you have an onboarding template ready. 

Related article: After you add the employee and move them to New hires, activate the account by sending an invitation email. Read: How do I activate a new hire and resend invitation emails in Simployer One? 

Who can add a new employee in Simployer One? 

Permissions for adding employees in Simployer One depend on the user role and the permission setup. 

• Owners can add candidates and move candidates to New hires. 
• Admins can add candidates and move candidates to New hires. 
• Managers can add candidates and move candidates to New hires only when this permission has been customized. This is not a default manager permission. 

Note: To allow managers to create candidates, customize the permission under Settings > Permissions > Candidate creation. 

Should I add the employee as a candidate or directly as a new hire in Simployer One? 

Choose the employee creation flow based on whether the employee needs a contract step or only needs to be prepared for onboarding and activation. 

• Use Candidates when the employee needs to sign a contract before onboarding continues. 
• Use New hires > Onboard colleague when the employee does not need to sign a contract and you want to start from an onboarding template. 
• Use Candidates for existing colleagues when you are adding employees who already work with you and you do not want to use an onboarding template. Add them as candidates, do not send a document for signing, and move them to New hires. 

When a candidate is moved to New hires, you can send the invitation email directly from the New hires tab without using an onboarding template. 

How do I add a new employee as a candidate in Simployer One? 

Add a new employee as a candidate when you need to register the person before they are ready to be moved to New hires. 

1. In the left-hand menu, go to Employees. 
2. Open the Candidates tab. 
3. Click Add candidate in the upper-right corner. 
4. Enter the candidate information. 
5. Click Add candidate. 

The new employee is added to the Candidates list in Simployer One. 

Which fields can I enter when I add a candidate in Simployer One? 

When you add a candidate in Simployer One, you can enter the employee details that are available in the Add candidate form. 

• First name - required 
• Last name 
• Email 
• Phone number 
• Department 
• Title 
• Office 
• Employment type 
• Manager 
• Teams 
• Salary 
• Currency 
• Salary period 
• Start date - choose Specific date or Start date window 

Important: A candidate can be added without an email address, but the employee must have an email address before you can send an invitation email and activate the account. 

How do I move a candidate to New hires in Simployer One? 

Move a candidate to New hires in Simployer One when the person is ready for onboarding actions or activation. 

1. Go to Employees and open the Candidates tab. 
2. Find the candidate in the Candidates list. 
3. Click the three-dot menu next to the candidate. 
4. Select Move to "New hires". 

The candidate is moved from the Candidates tab to the New hires tab in Simployer One. 

How do I add an employee directly to New hires in Simployer One? 

Add an employee directly to New hires when the employee does not need to sign a contract and you have an onboarding template to use. 

1. In the left-hand menu, go to Employees. 
2. Open the New hires tab. 
3. Click Onboard colleague. 
4. Select the onboarding template you want to use. 
5. Enter the employee information required by the onboarding flow. 
6. Complete the onboarding flow to add the employee to New hires. 

Important: When you add an employee directly to New hires, email address is mandatory. Without an email address, you cannot add the person directly to New hires or send the invitation email later. 

How do I send the invitation email from New hires in Simployer One? 

Use the New hires tab in Simployer One to send the invitation email when the employee is ready to activate their account. 

1. Go to Employees. 
2. Open the New hires tab. 
3. Select the employee. 
4. Click the arrow next to Action. 
5. Click Send invite email. 

After the employee accepts the invitation and creates their account, the employee becomes an active employee and appears on the Employees tab. 

FAQs 

Can I add a candidate without an email address in Simployer One? 

Yes. You can add a candidate without an email address. However, the employee must have an email address before you can send an invitation email and activate the account. 

Can I add a new hire without an email address in Simployer One? 

No. When you add an employee directly to New hires with Onboard colleague, First name and Email are mandatory. 

Is last name required when I add a new employee in Simployer One? 

No. Last name is not mandatory. First name and Email are required for activation because the invitation email cannot be sent without an email address. 

Can a manager add a new employee in Simployer One? 

Yes, but only if candidate creation permission has been customized for managers. Managers do not have this permission by default. 

Do I need an onboarding template to add a new employee in Simployer One? 

You need an onboarding template when you add an employee directly from Employees > New hires > Onboard colleague. You do not need an onboarding template when you add the person as a candidate and then move the candidate to New hires.