Create Employee

This guide explains how to create employees in VoxHRM.

Employee creation happens in two structured steps:

1. Employee Details — Basic user information
2. Job Details — Organizational and employment configuration

Before You Begin

Ensure your organization structure is already configured:

• Organization
• Business Units
• Locations
• Departments
• Designations
• Employee Number Series (if using auto-generated numbers)

Recommended configurations:

• Holiday Plans
• Leave Plans
• Shifts
• Weekly Offs
• Overtime Policy

Employee Details

This step creates the User record.

Enter the following details:

Field	Description
First Name	Employee’s legal first name.
Last Name	Employee’s legal last name.
Display Name	Auto-generated using First + Last Name. Can be edited if needed.
Email	Must be unique. Used for login and notifications.
Phone	Contact number of the employee.
Joining Date	Official employment start date.
Gender	Employee’s gender information.
Role	Defines system access and permissions.
Date of Birth	Used for records and compliance purposes.
Nationality	Employee’s citizenship information.
Invite to Login	If enabled, a login invitation email is sent after creation.

NOTE

• Email must be unique across the system.
• Duplicate emails are not allowed.

Once completed, click Next to proceed to Job Details.

Job Details

This step creates the Employee Job record, defining how the employee is structured within the organization.

Field	Description
Time Type	Employment type (Full-time, Contract, etc.).
Organization	Legal entity the employee belongs to.
Business Unit	Sub-division within the organization.
Location	Assigned work location.
Department	Department within the organization.
Designation	Employee’s official role or title.
Employee Number	Must be unique. Can be auto-generated or manually entered.
Attendance Tracking Policy	Defines how attendance is monitored.
Holiday Plan	Assigned company holiday calendar.
Leave Plan	Leave entitlement configuration.
Shift	Assigned work shift schedule.
Weekly Off	Weekly rest day configuration.
Probation Policy	Defines probation duration and rules.
Notice Period Policy	Defines resignation notice requirements.
Overtime Policy	Governs overtime calculation and eligibility.

NOTE

• Employee Number must be unique.
• It can be auto-generated via Number Series or entered manually.

After submission:

• A User record is created
• A Job record is linked
• The employee appears in Employee Listing

Both Employee Details and Job Details can be edited later from the employee profile.

Bulk Import Employees

If you need to add multiple employees at once, use the Bulk Import feature.

How Bulk Import Works

1. Download the sample CSV file.
2. Fill in employee data using the required format.
3. Upload the updated CSV file.
4. The system processes and creates users.
5. You are redirected back to the Employee Listing page.

User synchronization may take a few seconds to reflect in the list.

Sample CSV Format

CSV Fields

Column	Description
first_name	Employee’s first name.
last_name	Employee’s last name.
email	Must be unique across the system.
joining_date	Format: YYYY-MM-DD.
is_login_allowed	true / false. Sends login invite if true.

INFO

All users added via bulk import automatically receive login invitations.

Key Rules

• Email must be unique.
• Employee Number must be unique.
• Bulk import creates User records.
• Job Details can be configured or updated later.

This ensures structured employee creation aligned with organizational policies.