Add employees
Add an employee one at a time in four steps: their IDs and details, the job, the documents the role needs, and the starting salary.
On this page
Everyone who works for you is under Staff. Employees holds the people on your staff, and Contractors holds the people who work for you on contract. Both are the same kind of record and are added the same way.
Behind every employee is the person: their name, date of birth and government IDs. When someone is already on file in this company, for example a former employee who comes back, the new job is linked to that person, so nobody is entered twice.
Admin and HR look after staff records. Importing staff from a file needs people.manage, and the Starting salary on the last step needs salary.manage. Without it, that step says who sets the pay up instead.
Add an employee
- Go to Staff and choose Employees, then New employee.
- On the Person step, under Government IDs, type the Emirates ID or the Passport number first. If the person is already on file, a note says so and fills in what is known about them.
- Fill in the Full name, then the Date of birth, Nationality, Gender and Spoken languages. Under Contact, add the Phone, the Email address and the Emergency contact.
- Go on to the Job step. Give an Employee code, then choose the Designation, the Department and the Hire date.
- Choose the Employment type. When the type has contracted hours, enter the Contracted hours and choose Week or Month in Per.
- Under Home sites, choose Add site, then pick the Site where they normally work and, if you like, a Team. A home site is a preference: they can still be scheduled anywhere.
- Go on to the Documents step and add the expiry dates you have.
- On the Pay step, fill in the Starting salary, then choose the button at the bottom that creates the employee.
The new record opens straight away, and anything still missing is listed on it.
On the Job and Documents steps, Save and finish later creates the record with what you have entered so far. Add the rest from the record when you have it.
IDs, codes and duplicates
- The government IDs are how ValiCrew recognises a person. If the IDs belong to someone who already has an active employee record, the form refuses and names that record.
- Each Employee code can be used once. Employees and contractors share the same codes, so a contractor cannot reuse an employee's code.
- On the record, the IDs show only their last four characters. Choosing Show reveals one for that visit, and this is written to the audit trail.
The documents the role needs
A designation can list the documents everyone in it must hold, such as a licence or a visa. When you reach the Documents step, there is a row for each of them, ready for its Expiry date and Reference. Use Add a document for anything else the person holds.
Enter the expiry dates now: the reminders start from them, and the roster will not offer the new employee shifts until the documents their role needs are in. See Documents and expiries.
The starting salary
The Starting salary is the employee's first salary, counted from the hire date: the Basic salary, any Allowances, whether they are Pension eligible, and the Salary payment method. Later changes are added from a date on the record's Pay tab, never typed over this one. Bank details for WPS are set up afterwards. See Salary setup.
Add many people, or a contractor
- To add a whole team from a spreadsheet, choose Import many on the list. See Import your data.
- To add a contractor, go to Staff and choose Contractors, then follow the same steps.
- When the new employee is on file, give them the employee app. See Invite employees.