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How to Create Employee Records in the Horilla HRMS System

HRMS Software

September 17, 2024

how-to-create-employee-records-in-the-horilla-hrms-system

If you’re responsible for managing employee records, knowing how to navigate the system effectively is essential.

In this post, we’ll walk you through how to access the employee directory, create new employee profiles, and fill in all the necessary information, from personal details to work and banking information.

Accessing the Employee Directory

To get started, simply click on Employee under the “Employees” tab (labeled as 1). This will take you to the employee directory, where you can view existing employee records in two formats: Card View and List View. Both options allow you to browse through employee details quickly and efficiently.

Need to add a new employee to the system? No problem. Just hit the Create button (labeled as 2) to begin the process.

Step 1: Filling in Personal Information

The first step in creating an employee profile is entering their details. Here’s what you’ll need to provide:

Badge ID: The system will automatically create a unique ID for each employee.
First Name & Last Name: Enter the employee’s full name.
Email: Add the employee’s email address.
Phone: Provide their contact number.
Address: Enter the employee’s home address.
Country, State, City & Zip: Fill in the location where the employee lives.
DOB (Date of Birth): Provide the employee’s birthdate.
Gender: Select the employee’s gender.
Qualification: List the employee’s educational background.
Experience: Include how many years of work experience the employee has.
Marital Status: State if the employee is single, married, etc.
Children: If applicable, mention how many children the employee has.
Emergency Contact: Enter the name, phone number, and relationship of the person to contact in an emergency.
Is Active: Specify if the employee is currently working with the company.

Once you’ve filled out all the fields, submit the form. You’ll be taken to the next step, which is entering the employee’s work-related information.

Step 2: Work Information

Now that you’ve entered personal details, it’s time to focus on the employee’s work information. This form helps define their role and position within the company:

Department: Select the department the employee belongs to.
Job Position: Choose the specific position (this will filter based on your department selection).
Job Role: Outline the responsibilities tied to the employee’s role.
Shift Information: Choose the appropriate work shift (Day, Night, etc.).
Work Type: Specify whether they are Full-time, Part-time, or a Contract worker.
Employee Type: Indicate whether the employee is Permanent or Temporary.
Reporting Manager: Select the manager the employee will report to.
Company: Choose the division or entity the employee is associated with.
Work Location: Specify the employee’s physical office location.
Work Email: Add the employee’s work email address.
Joining Date: Enter the date when the employee joined the company.
Contract End Date: If the employee is on a contract, add the end date.
Basic Salary: Record the base salary amount.
Salary per hour: If applicable, enter the hourly wage.
Employee Tag: Add any additional tags or identifiers that help categorize or label the employee for easy reference.

After filling in these details, you’re ready for the final step—inputting the employee’s banking information.

Step 3: Bank Details

Finally, you’ll need to provide the employee’s bank account information. This is essential for setting up payroll.

Bank Name: Enter the name of the employee’s bank.
Account Number: Provide their bank account number.
Branch: Specify the bank branch where the account is held.
Bank Code #1: Enter the bank’s SWIFT code or routing number.
Bank Address: Record the address of the bank branch.
Country, State, City: Indicate where the bank is located.
Bank Code #2: Include any additional codes, such as an IBAN, if required.

Once you’ve filled in all the banking details, click Save to complete the process. Congratulations! You’ve successfully created a new employee profile. You can now view the newly added employee in the directory.

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.