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Adding Your First Employee

This guide explains how to add employees to IceHrm. There are two methods available — choose the one that best fits your workflow.

Prerequisites

Before adding employees, ensure you have configured the following:

  • Company structure (departments, locations)
  • Job titles and employment statuses
  • Qualifications (if applicable)

Employee Module Overview

Which Method Should I Use?​

  • Invitation: Best for new hires who can complete their own profiles. Requires low admin effort.
  • Manual Creation: Best for bulk data entry or when admin needs full control. Requires medium admin effort.

Method 1: Adding an Employee by Invitation​

This method sends an email invitation to the employee. They can then activate their account and complete their own profile, reducing your administrative workload.

Step 1: Send the Invitation​

  1. Go to Employees > Employees

  2. Click the Invite an Employee button

Invite Employee Button

  1. Enter the employee's email address and any required basic details

  2. Click Send Invitation

Step 2: Set Additional Details (Optional)​

After sending the invitation, a dialog appears where you can pre-configure:

  • Manager/Supervisor — Who the employee reports to
  • Department — Which department they belong to
  • Other organizational information

Employee Invitation Dialog

Step 3: Employee Completes Activation​

Once the invitation is sent:

  1. The employee receives an activation link via email
  2. They click the link to set up their password
  3. They complete their profile with personal information
  4. After activation, they can log in to IceHrm
Tracking Invitations

View all pending and sent invitations at System > Users > User Invitations.

Method 2: Adding Employee and User Separately​

This method gives you full control over the employee setup. You create both the employee record and user account manually.

Step 1: Create the Employee Record​

  1. Go to the Employees module

  2. Click Add a New Employee

Add New Employee

  1. Fill in the required details:

    • Employee ID: A unique identifier (e.g., EMP001)
    • First Name: Employee's first name
    • Last Name: Employee's last name
    • Department: Select from configured departments
    • Job Title: Select from configured job titles

  2. Click Save to create the employee record

Step 2: Create the User Account​

Now create a login account for the employee:

  1. Go to System > Users

  2. Click Add New

Add New User

  1. Enter the following:
    • Username: A unique login username
    • Email: Employee's email address
    • Employee: Select the employee record you just created
    • User Level: Set to Employee

User Employee Relationship

  1. Click Save

The system will automatically send login credentials to the employee's email address.

Important Reminders​

Key Points
  • Unique Employee ID — Every employee must have a unique employee number
  • Valid Email — Required for sending login credentials
  • Correct User Level — Assign "Employee" level for regular staff members
  • Link User to Employee — Always select the corresponding employee when creating a user account

Next Steps​

After adding your employees, you can:

  • Set up supervisors and reporting structures
  • Configure leave entitlements for each employee
  • Define attendance and time tracking policies
  • Assign employees to projects or teams