Add people and fill in their employee files

Every person exists once. You add them to the staff list, and HR keeps their employee file on top of that profile. A person does not need a Kluvan sign-in to have a file.

Before you start

• HR is switched on. See Switch on HR and choose who sees it.
• To add people and change files you need Manage HR (files, documents, leave).

Steps

1. Open Staff.
2. Under Add a person, type the Name, the Phone and the Role (for example Sales or Driver), and select Add.
3. To let the person sign in to Kluvan and use their own HR page, select Edit on their card and pick their user. Invite them as a user first if needed.
4. Open HR → People and select Open file on the person's card.
5. In Job, fill in the Job title, Department, Branch, Employment (full time, part time or paid by the hour), Joined and Probation ends.
6. Set Reports to and Position to place the person on the organisation chart.
7. Choose the Contract: Open-ended (unlimited) or Fixed-term (limited).
8. In Personal details, add the Nationality, Date of birth, Personal phone, Personal e-mail and an Emergency contact with their phone.
9. Select Save.

Good to know

• The Personal e-mail is where payslips and the personal link are e-mailed, so check it is right.
• Status shows Working, On long leave or Left. When someone leaves, set Left with the Leaving date and Reason for leaving, or run an offboarding checklist, which does it for you. See Run onboarding and offboarding checklists.
• The salary and bank section shows only to users with Salaries and payroll. See Set up pay for each person.
• The file also holds the person's documents, time off balances, warnings, personal link and a log of notes. Use Add to the log for a dated note.
• HR → People shows badges when a person's documents have expired or expire soon, and On leave today when they are away.
• Org list (Excel or CSV) at the bottom of HR → People downloads the list of people without pay data or personal contacts.
• In a UAE organisation the file also shows UAE national, Registered with Nafis and In a skilled role. See UAE payroll.
• Importing a list of employees is not available: add people one by one.

Next: Keep documents and track expiry dates.