HR

Adding employees

How to add a new employee, what email they receive, and what to fill in upfront.

Adding someone to TracefyHR triggers an automatic onboarding email — the moment you save, they get a welcome message with a temporary password and a link to log in. You don't need to message them separately.

The Employee Directory with a list of employees and an Add Employee button

When you click Add Employee, this modal opens:

The Add Employee modal with name, email, salary, department, and other fields
Required fields are marked with a red asterisk. Optional fields can be filled in later from the employee's profile.

Add an employee

  1. Open People → Employees in the sidebar.

  2. Click Add Employee (top right).

  3. Fill in the basics:

    • Name (required)
    • Work email (required) — this becomes their login
    • Salary — base monthly salary in your company's base currency
    • Department — pick from the dropdown, or leave blank
    • Job title
    • Hire date (defaults to today)
    • Tax % — overrides the company default for this employee. Leave blank to use the default

  5. Optional but useful:

    • Reporting manager — drives the org chart and notification routing
    • Phone number

  7. Click Save. TracefyHR creates their account and emails them a welcome message with their temporary password (valid for 48 hours).

Adding 10+ people at once? Use the Bulk Import option — upload a CSV with the same columns as the form. TracefyHR validates each row and tells you exactly which ones have problems before importing anything.

What the new employee receives

The onboarding email includes:

  • A welcome message with your company logo
  • Their email (so they know which one to use)
  • A temporary password (good for 48 hours)
  • A direct link to app.tracefyhr.com/employee/login
  • A note that they'll need to set a new password on first login

If they don't see it, ask them to check spam, then resend from their profile (⋯ menu → Resend onboarding email).

Edit, archive, or delete

Click any employee's name to open their profile. From there:

  • Edit any field — name, salary, department, etc.
  • Archive — preserves all data but removes them from the active directory and revokes their login. Use this when someone leaves. You can unarchive later if they come back.
  • Permanently delete — only available from the Archived tab. Irreversible — wipes all their data including uploaded documents from cloud storage.

Permanent delete is one-way. Use Archive in 99% of cases. The only reason to permanently delete is a GDPR / right-to-erasure request.

Upload documents to an employee profile

In any employee's profile, the Documents tab lets you upload contracts, ID copies, certificates, etc. Files go to secure cloud storage. See Uploading documents for size limits and best practices.

Common questions

The system says "email already in use" but I'm sure no one has it. Check the Archived tab — an old employee with the same email may still hold the slot. Either reactivate them or use a different email.

Can I let an employee log in without sending the welcome email? No — TracefyHR sets the password on the server and only ever shows it once, in the email. There's no UI to copy it.

Can I add someone without a salary? Set salary to 0 if that's truly the case (interns, contractors paid externally). They still get a profile and can use leave, daily reports, and Forge tools.

What does the onboarding email look like? Open Settings → Email Templates → Onboarding to preview and customise the wording.

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Last updated 2026-05-01