Adding an employee

Use the Add Employee form to create a new employee record. The form is split into steps; you move through them in order, and each step is checked before you continue.

1. Employees — Open the Employees group in the menu.

2. Active — Then choose Active.

3. Add New — Open the form to add a new employee.

Steps

1. From the Human Resources section of the menu, open Employees → Active, then click Add New. (You can also use Employee under the quick-create menu.)
2. Basic Info — enter First Name, Last Name, Email, Gender, Phone, Date of Birth, and Address. Alternate Phone is optional. You can also add a profile picture here.
3. Employment — choose Location, then Department, Designation, Shift, and Date of Joining. Reporting To is optional. There's also a checkbox to mark that the employee still needs onboarding.
4. Account & Pay — choose the Role and enter the Gross Salary.
5. Bank Details — enter Bank Name, Branch, Account Holder Name and Account Number, plus whichever identifiers your banks use: Bank Code, IBAN, SWIFT / BIC.
6. Emergency Contact — enter the contact's name, phone number, alternate phone (optional), and relationship.
7. Leave Allocation — set the starting leave count for each leave type. This step appears only if leave types are set up.
8. On the last step, save the form. You're taken back to the Employees → Active list with a confirmation.

The employee code

When you pick a Location, Open Core HR fills in the next Employee Code automatically — your organisation's prefix followed by a number, e.g. EMP-0001. Set the prefix under Settings → Code Prefix. You can change an individual code if you need to; it must be unique.

Microsoft 365 email check

If your organization provisions Microsoft 365 mailboxes automatically, Open Core HR suggests a sign-in email from the employee's first and last name and checks whether it's available. The Email field is filled with this suggested address. If the check can't reach Microsoft, you'll see a note that availability will be confirmed when the mailbox is created.

What happens after you save

The employee is created. If onboarding was selected, they start in the Onboarding status; otherwise they're Active. Their bank details and leave allocations are saved, and — if automatic provisioning is on — a Microsoft 365 mailbox is created for them.

Troubleshooting

• If the email, phone number, or employee code is already used by another record, the form won't save and shows the conflict — change the value and try again.
• You can't move forward until the current step's required fields are filled in correctly.