Step-by-step guide to registering new employees in EasyDo 365 with complete profile setup and configuration

Add Employee

Adding employees to your EasyDo 365 system is a fundamental administrative task that sets the foundation for effective workforce management. The employee registration process captures essential information needed for attendance tracking, payroll processing, performance management, and daily operations. A well-configured employee profile ensures accurate data across all modules and provides employees with proper access to self-service features.

The employee addition process in EasyDo 365 is comprehensive yet straightforward. It guides you through capturing basic personal information, employment details, compensation structure, and work configuration. You can specify working hours, assign reporting relationships, configure attendance settings, and set up salary components—all during the initial registration or by updating the profile later.

Whether you're onboarding a single new hire or adding multiple employees during initial system setup, EasyDo 365 streamlines the process with an intuitive interface. The system allows you to either select existing contacts from your directory or create new contact entries, making it flexible for different scenarios. Once an employee is added, they receive access to the employee portal where they can manage their attendance, submit requests, and access company resources.

Video Tutorial

Prerequisites

Before adding employees, ensure you have:

Administrative or HR manager permissions in EasyDo 365
Company/organization already created and configured
At least one branch location set up
Working hours and attendance policies configured
Employee information ready (personal details, contact info, employment terms)
Salary structure and compensation details
Reporting hierarchy defined

Adding a New Employee

Navigate to Company Dashboard

Open the EasyDo Tasks app on your phone and navigate to the Company tab from the main menu or bottom navigation bar.

Access Company Dashboard

Within the Company tab, tap on Company Dashboard to access the administrative control panel.

This is your central hub for all employee and company management functions.

Open Employee Registration

In the Company Dashboard, locate and tap on the Register button. This opens the employee registration and management screen.

You'll see options to view existing employees, add new employees, and manage employee records.

Initiate Add Employee Process

Tap the Add Employee button to begin adding a new employee to your organization.

The comprehensive employee addition form will appear, ready for you to enter the new hire's information.

Select Branch Location

Tap the Branch dropdown menu and select the branch or office location where this employee will be primarily working.

If you have multiple branches:

Choose the employee's home office location
This determines default working hours and policies
You can change this later if the employee transfers

Select or Create Employee Contact

In the Select Contact section, you have two options:

Option A: Existing Contact If the employee's contact information is already in your system:

Tap the "Select Contact" button
Browse or search your contact list
Select the employee's contact entry

Option B: New Contact If the employee is not in your contact list:

Enter the employee's mobile number
Enter the employee's full name
The system will create a new contact entry

The contact information links the employee profile to communication features like chat and messaging.

Enter Email Address

In the Email field, enter the employee's official email address.

This email will be used for:

System notifications and alerts
Password resets and account recovery
Official communications
Document sharing
Report delivery

Best practice: Use company email addresses for employees if available.

Assign Employee Code

Enter a unique employee code or ID in the Employee Code field.

Guidelines:

Use your organization's employee ID format
Keep it unique for each employee
Common formats: numeric (001, 002), alphanumeric (EMP001), department-based (IT001, HR001)
This code is used in reports and official documents
Cannot be duplicated within the company

Set Date of Birth

Tap the calendar icon next to the "Date of Birth" field to open the date picker.

Select the employee's date of birth from the calendar.

This information is used for:

Age verification
Birthday reminders and greetings
Retirement planning
Age-based benefits
Compliance requirements

Enter Designation

In the Designation field, enter the employee's job title or position.

Examples:

Software Engineer
HR Manager
Sales Executive
Accountant
Marketing Coordinator

The designation appears on the employee's profile and in organizational charts.

Assign Authority Level

Select the employee's authority level from the options:

Authority 1: Highest level (typically executives, directors)
Authority 2: Mid-level management (managers, team leads)
Authority 3: Standard employees (individual contributors)

Authority levels determine:

Approval permissions
Access to certain features
Visibility of company data
Dashboard capabilities

Select Reporting Manager

From the Reporting Manager dropdown menu, select the person this employee will report to.

The dropdown shows all existing employees who can serve as managers.

Reporting relationships:

Define organizational hierarchy
Route approval requests
Determine performance review structure
Enable manager dashboards and reports

Configure Working Days and Hours

Set up the employee's work schedule:

Working Days:

Select which days of the week the employee works
Typically Monday-Friday for office jobs
Can vary for shift work or part-time positions

Working Hours:

Set daily start and end times
Specify break durations
Configure any split shifts if applicable

Shift Configuration (if applicable):

If your company uses shifts, tap "Shifts"
Select the shift pattern for this employee
Common shifts: Morning, Evening, Night
Rotating shifts can be configured

This configuration determines:

Expected attendance times
Overtime calculations
Payroll processing
Attendance compliance

Select Salary Type

From the Salary Type dropdown, choose the compensation structure:

Common options:

Monthly: Fixed monthly salary
Daily: Daily wage basis
Hourly: Hourly rate basis
Weekly: Weekly compensation
Contract: Project or contract-based

The salary type affects how wages are calculated and processed.

Define Salary Amount

Enter the employee's salary amount based on the salary type selected:

For monthly: Enter monthly gross salary
For daily: Enter per-day rate
For hourly: Enter hourly rate

Be clear about whether this is:

Gross (before deductions)
Net (take-home pay)
Cost to company (CTC)

Configure Allowances (Optional)

If applicable, add salary allowances:

Common Allowances:

House Rent Allowance (HRA)
Dearness Allowance (DA)
Travel Allowance (TA)
Medical Allowance
Special Allowances

For each allowance:

Tap "Add Allowance"
Select allowance type
Enter amount or percentage
Specify if taxable or non-taxable

Configure Deductions (Optional)

Set up salary deductions if applicable:

Common Deductions:

Provident Fund (PF)
Employee State Insurance (ESI)
Professional Tax
Tax Deduction at Source (TDS)
Loan repayments
Insurance premiums

For each deduction:

Tap "Add Deduction"
Select deduction type
Enter amount or percentage
Set deduction frequency

Enter Additional Details (Optional)

Complete any additional employee information:

Government IDs:

UAN Number: Universal Account Number (PF)
PF Number: Provident Fund account number
PAN Number: Permanent Account Number (tax ID)

Employment Details:

Date of Joining: Employee's start date
Probation Period: If applicable
Contract End Date: For contract employees
Department: Organizational department
Employment Type: Full-time, Part-time, Contract, Intern

Configure Attendance Settings

Set up attendance-specific configurations:

Mandatory Selfie for Attendance:

Enable this toggle if employees must take a selfie when marking attendance
Helps prevent proxy attendance
Useful for remote work verification

Attendance Locations: Select where the employee can mark attendance:

Office: At company office location
Home: For work-from-home arrangements
Site: For field work or client locations
Any Location: For flexible work arrangements

Multiple locations can be selected based on employee's work nature.

Review and Submit

Before submitting:

Review all entered information for accuracy
Verify salary calculations are correct
Ensure reporting structure is appropriate
Double-check employee code is unique
Confirm contact information is accurate

When everything is correct, tap the Submit button in the top right corner to save the new employee profile.

Employee Profile Created

The system will create the employee profile and:

Generate employee access credentials
Send welcome notification (if configured)
Add employee to company directory
Make employee visible in reports and dashboards
Enable employee portal access

The employee can now log in and access their employee dashboard.

After Adding an Employee

Once the employee is added, you should:

Send Welcome Communication

Inform the employee they've been added to the system
Provide login credentials if they don't have them
Share app download links if needed
Explain how to access their employee dashboard

Verify Employee Access

Confirm employee can log in successfully
Check they can see their profile information
Verify their dashboard shows correct data
Ensure they can mark attendance

Additional Configuration

Upload employee documents (if not done during addition)
Assign to projects or teams
Set up specific permissions if needed
Configure email notifications preferences

Orientation

Guide new employee through the system
Show how to mark attendance
Explain how to submit leave requests
Demonstrate reimbursement process
Review company policies accessible in the app

Best Practices

Data Accuracy

Verify Information: Double-check all information before submitting
Standard Formats: Use consistent formats for employee codes, designations
Complete Profiles: Fill in as much information as possible during initial setup
Regular Updates: Keep employee information current
Data Privacy: Handle sensitive information (salary, personal details) with care

Salary Configuration

Clear Structure: Define clear salary components
Compliance: Ensure deductions comply with legal requirements
Documentation: Maintain backup documentation for salary structures
Regular Reviews: Review and update compensation periodically
Transparency: Ensure employees understand their salary breakdown

Attendance Settings

Appropriate Security: Enable selfie for attendance if needed for your business
Flexible Locations: Allow appropriate attendance locations based on work nature
Realistic Hours: Set working hours that match actual operations
Grace Periods: Consider reasonable grace periods for lateness
Clear Communication: Ensure employees understand attendance policies

Organizational Structure

Clear Hierarchy: Set up reporting relationships that reflect actual structure
Authority Levels: Use authority levels consistently across similar roles
Department Organization: Group employees logically by department or function
Cross-functional Teams: Consider matrix reporting if needed

Bulk Employee Addition

For adding multiple employees:

Using Web Admin Portal

Access the web admin portal (mentioned in Company Dashboard)
Navigate to Employee Management
Use "Bulk Upload" feature
Download the Excel template
Fill in employee details in the template
Upload the completed file
Review and confirm the imports

Advantages of Bulk Import

Faster for multiple employees
Reduces data entry errors
Maintains consistency
Easier to review before submission
Useful during initial system setup

Key Features

Employee registration in EasyDo 365 offers:

Comprehensive Profiles: Capture all necessary employee information
Flexible Configuration: Customize for different employment types
Integrated System: Employee data flows to all relevant modules
Self-Service Enabled: Employees get instant portal access
Reporting Ready: Data immediately available in reports
Attendance Integration: Automatic attendance tracking setup
Payroll Connected: Salary data ready for payroll processing
Approval Workflows: Reporting structure enables approval routing

Troubleshooting

Employee Code Already Exists

If you get a duplicate employee code error:

Check if the employee was previously added
Use a different, unique employee code
Review your employee code format/sequence
Check for typos in the code entry

Cannot Select Reporting Manager

If reporting manager dropdown is empty:

Ensure you have other employees added with appropriate authority levels
Add senior employees/managers first
For the first employee (owner/CEO), you may skip this initially
Update reporting structure after adding more employees

Salary Calculations Incorrect

If salary figures don't add up:

Review all allowances and deductions carefully
Ensure percentages vs fixed amounts are set correctly
Check if amounts are monthly/yearly
Verify tax calculation settings
Recalculate and update if needed

Employee Cannot Log In

If newly added employee can't access the system:

Verify the mobile number was entered correctly
Check if welcome SMS was received
Ensure employee follows proper login process
Try resetting credentials
Verify employee status is "Active"

Tips & Tricks

Prepare Information: Gather all employee information before starting the process
Template Use: Create an internal template/checklist for information needed
Batch Processing: Add employees in batches (e.g., by department) for easier management
Verification Steps: Have someone else review entries for critical fields
Progressive Enhancement: Start with basic info, add details gradually
Document Storage: Upload employee documents immediately after profile creation
Testing: Add a test employee first to familiarize yourself with the process
Naming Conventions: Establish standard naming conventions for designations
Regular Audits: Periodically review employee profiles for accuracy
Compliance Check: Ensure all statutory information is captured

Company Setup - Initial company configuration
Employee Register Management - Managing employee records
Performance Review - Conducting reviews
Branch Management - Setting up branches
Working Hours - Configuring work schedules
Salary Slip - Generating salary slips
Employee Dashboard - Employee portal guide

Need Help?

Adding employees correctly is crucial for smooth operations. If you need assistance:

Setup Support: Contact support for help with initial employee additions
Training: Request HR team training on employee management
Best Practices: Consult with implementation specialist for organization-specific advice
Bulk Upload: Get assistance with bulk employee imports
Data Migration: Help available for migrating from other systems
Troubleshooting: Support team available for any issues during employee addition

Taking time to set up employee profiles correctly from the start ensures smooth operations across attendance, payroll, approvals, and all other EasyDo 365 modules!

Add Employee

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