Create a new person and register them in Simployer Classic

As a system administrator with the role of System Administrator or Personnel Administrator, you can create a new person in Simployer Classic.

The easiest way to do this is to navigate to the menu on the left side. Click on "My Organization", followed by "People".

Then, click on the plus icon to create a new person.

You can enter some types of information about the person in the next screen, but the easiest approach is to simply enter the first and last name and, if necessary, set the correct affiliation (this can also be done from the person's profile) before clicking "Add person". 

You will then see a message confirming that the person has been added, along with options for what you want to do next. If you click on "Register more information for [person's name]", you will be taken to the person's profile page. You can also search for the person's name in the search field to access their profile. 

You'll see the profile: 

The profile is initially quite empty and needs to be filled in with personal information.

Click on the plus icons to add details such as email (select "Primary email"), phone number (select "Primary mobile"), and home address. It is common for employees to enter information about emergency contacts and children themselves.

Under Affiliation, select the department where the new person will work. If you do not specify a manager, the head of the selected department will automatically be assigned as the person's manager (see the document "The Person Page and Position Information").

In the Personal Information section, you have the option to enter the national ID number and bank account number. Registering the national ID number will automatically determine the person's legal gender and age. You can add the national ID number using the "Add identification" button under Personal Information.

It is usually advisable to enter the available information about the new employee before granting them access to Simployer Classic.

You should also add position details, which can be done under Employment on the person's profile page.

As you can see, there is currently no information here, so the position details need to be added.

You start this process by clicking the plus icon shown in the image above under "Employment". Then, click "Create new employment".

This will take you to the screen for creating a new employment record, where you select the correct employee number for the appropriate legal entity. If you only have one legal entity in Simployer Classic, you must select that entity.

Simployer will now suggest an employee number based on previously used employee numbers for the same legal entity.

If you do not have an integration set up to transfer person and position data from Simployer Classic to Payroll, you must ensure that the employee number suggested by Simployer matches the one registered in Payroll for the person, and, if necessary, correct it to the correct employee number.

If you check "Add new position" before clicking Save (as shown above), the form for entering detailed position information will immediately appear. You can also access this form by selecting "New position" from the context menu of the employment (also under Employment).

Here, you enter all position details, including the percentage of the position (at the bottom).

Personnel category specifies the type of employment (see the document "Sizes and values and Administration"), and you must also select the correct start date, position title (refer to the same document for information on how to add new positions in Simployer), and the department to which the position belongs.

For a person with one position, it is good practice to set the position's affiliation to match the person's affiliation (as mentioned earlier) to ensure the correct calculation basis and display in Simployer Classic.

You have now entered position information for the new person. If the start date for the position was in the future, this will be displayed as shown in the image below. You can click "Show future positions" to view the position information you entered.

See the document "The Person Page and Position Information" for information on how to add more than one position to a person.

When the date specified as the start date for the position is today's date, the information will be displayed as follows: 

The profile of the new person is now filled with all available information, and when the person starts in your organization, you will have the opportunity to grant them access to Simployer.

If you scroll to the bottom of the first page (General Info) on the person's profile, you will see under Account Information that the new person does not have access.

To create the user account, click on the plus icon next to Account Information and follow the wizard to set up the account details.

In the first screen of the wizard, you will select a username. Choose the email address:

Finally, you need to grant application access. If you only have Simployer as an application, select it. If you have multiple applications, you can choose "Grant access to all applications" and then remove any applications the person should not have access to. Then, click "Create user account". 

Your new employee now has a profile (person page) in Simployer Classic with their information, and a user account.

However, the person must receive login information and a link to set a password for their account in Simployer Classic before they can start using the system. A good way to do this is to send a welcome letter.