How to Manually Add a New Employee?

This article will explain how to manually add a new employee to your company.  There are two ways to set up a new employee, manually or with the wizard. It’s really down to personal preference.  Doing it manually means that you can choose all the individual details yourself.

1. Open the “Manually Add” employee menu


If using Chrome, right click on the above image and click “Open Image In New Tab” to make it larger

2. Now enter your employee’s information


The form will look like this

Make sure to enter the following details for every new employee.

  • Username – this is what the employee will use to login
  • First Name
  • Surname
  • Gender
  • System Permissions – this is the level of access granted to an employee on PayrollHero
  • Employment Date – This is the date the employee started with your company

Without these the system will not allow you to create your new employee.  It’s good practice to complete as many relevant fields as possible.  It is also advised to add an email where possible, you will be prompted to send a welcome email with their login details once you have created the employee.

The employee’s gender is crucial and must be assigned in order for them to clock in and out.

You don’t need to add a password, the system will generate one for the employee.

3. Add your employee picture to their profile

4. Hit cvc

5. Now add an “Employee Type”



6. Now you need to set up a schedule for your employee

Unless an employee is on a flex schedule you must give the employee a schedule.  This will allow them to clock in/out. If you are unsure how to do this click here for instructions.


And you’re done!  Now you have manually setup an employee for your company.  Repeat this process for each employee you have added to the system, or you can try using the wizard.


  • New Hires

– If you would like to generate the payroll of the new hires based on their employment date that started in the middle of the cut off, make sure to set their pay mode to “Hourly” and then just update this to “Monthly” for the next cut off (if they are monthly paid employees)

– Please also double check the following effectivity dates and make sure it is set within the pay period:

– Employee’s position

– Employee type

– Payment Method

– Employment date

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