HomeBlogs

How to Create a New Employee in Horilla HRMS

HRMS Software

March 27, 2025

how-to-create-a-new-employee-in-horilla-hrms

Managing employee data efficiently is a critical aspect of any organization’s HR operations. Horilla, a robust HR management system, simplifies this process by providing a user-friendly interface to create and manage employee profiles.

In this blog, we’ll walk you through the step-by-step process of adding a new employee to your company’s directory in Horilla HRMS.

Whether you’re onboarding a new team member or updating your records, this guide will ensure a seamless experience.

Step 1: Access the Employee Module

Begin by logging into your Horilla account and navigating to the Employee Module (follow 1&2 in the image). This section serves as the central hub for all employees. Here, you can view a comprehensive list of current employees within your organization.

Step 2: Initiate the Employee Creation Process

Within the Employee Module, locate and click on the Create option (Marked 3). This action will open a new employee form, where you can input the necessary details to set up a new employee profile.

Step 3: Generate a Unique Badge ID

Upon opening the form, you’ll notice that a Badge ID has already been generated for the new employee

This unique identifier or prefix is automatically created based on your system’s predefined settings.

To further customize the Badge ID, navigate to the settings and add a Badge Prefix.

Once configured, the system will generate a unique Badge ID tailored to your specifications.

Step 4: Enter Employee Information

The next step involves filling in the employee’s details. Ensure that all fields are completed accurately to maintain comprehensive records. Here’s a breakdown of the required information:

Personal Details: Enter the employee’s first name and last name (e.g., Mark Antony).
Contact Information: Provide the employee’s email address, phone number, and residential address.
Location Details: Include the employee’s country, city, and ZIP code.
Personal Information: Specify the employee’s gender, qualifications, and relevant work experience.
Marital Status and Dependents: Indicate the employee’s marital status and number of children, if applicable.
Emergency Contact: Add the name, phone number, and relationship of the employee’s emergency contact.

Step 5: Upload a Profile Picture

To personalize the employee’s profile, you can upload a profile picture. Click on the profile icon or avatar in the form, select the appropriate file, and the image will be added to the employee’s profile. Once you fill out the personal information, you will be redirected or able to add the work information and bank details.

Step 6: Provide Work Information

Before proceeding to the bank details, you’ll need to fill in the employee’s work-related information. This step ensures that the employee is correctly assigned to their role and department. Here’s what you’ll need to provide:

Department: Select the appropriate department from the dropdown menu.
Job Role: Choose the employee’s job role.
Work Type: Specify the type of work (e.g., work from home, work from office).
Reporting Manager: Assign a reporting manager for the employee.
Work Location: Enter the employee’s work location.
Mobile: Provide the employee’s mobile number.
Contract End Date: Specify the contract end date (if applicable).
Basic Salary: Enter the employee’s basic salary.
Job Position: Select the employee’s job position.
Shift: Choose the shift timing.
Employee Type: Specify the type of employment (e.g., permanent, contract).
Company: Enter the company name (e.g., Hostile).
Email: Provide the employee’s work email address.
Joining Date: Enter the employee’s joining date.
Employee Tag: Add any relevant employee tags.
Salary Per Hour: Specify the hourly salary (if applicable).

Once you fill in the work information, you have to save the changes

Step 7: Provide Bank Details

For payroll processing or Payslip generation, you’ll need to input the employee’s bank details. Ensure the following information is accurately entered:

Bank Name
Account Number
Branch Name
Bank Code 1 or 2
Country, State, and City of the Bank

Once you fill out the Bank details, you have to save the changes.

Step 8: Save the Employee Profile

Once all the required details have been entered, click on the Save button to finalize the employee’s profile.

The system will store the information, and the new employee will be added to your company’s directory.

Step 9: Verify the Employee’s Addition

To confirm that the employee has been successfully added, return to the Employee Module and search for the employee’s name (e.g., Mark Antony).

The newly created profile should appear in the list, confirming a successful addition.

Conclusion

Creating a new employee profile in Horilla HRMS is a straightforward process designed to streamline HR operations. By following this step-by-step guide, you can ensure that all necessary details are captured accurately, enabling efficient management of your workforce.

We hope this guide has helped navigate the employee creation process in Horilla. If you have any questions or require further assistance, feel free to reach out. Stay tuned for more insights and tutorials to help you make the most of Horilla’s features.

Horilla Editorial Team Author

Horilla Editorial Team is a group of experienced writers and editors who are passionate about HR software. We have a deep understanding of the HR landscape and are committed to providing our readers with the most up-to-date and informative content. We have written extensively on a variety of HR software topics, including applicant tracking systems, performance management software, and payroll software etc. We are always looking for new ways to share our knowledge with the HR community. If you have a question about HR software, please don't hesitate to contact us.