Who can do this:
HR Manager
Administrator
Have you previously used Cintra People Payroll to add employees?
In the integrated version of Cintra People, HR is the “master” database for employee records. This means all new employees must be created in HR first: their details then flow automatically into Payroll.
If you previously added employees directly in Payroll, the steps below replace that process. Once you create an employee in HR, their record will be available across both HR and Payroll.
You can add employees to Cintra People HR either one at a time or in bulk. This guide takes you through adding employees one by one.
Add a new employee
From the left side menu, select Add Employee. The tabs underneath your blue licence count will guide you through the key steps of adding an employee.
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Employee Info
On the Employee Info tab, you can enter the employee’s email address, employment type (Permanent, Temporary, or Casual), job title and office location (which can include home). You must also enter information into the following fields:
Division: The organisational unit the employee belongs to. See Divisional units.
Team: The team within the division that the employee is assigned to. See Setting up and editing teams.
Work Profile: The employee's working pattern, defining which days they are contracted to work. See work profiles.
Public Holiday Profile: The public holiday schedule applied to the employee, typically based on their working location. See work profilesmanaging public holidays.
The Employee Number will be auto generated for you, this can be edited if you have the override option switched on.
Employment Status
If you set the employee’s status as Joining, you'll need to set the Employment Start Date in the future.
If you set the employee’s status to Active, select a start date as today or in the past.
Warning: You cannot add an employee’s start date more than 42 days before or after today’s date.
Payroll
If you use Cintra People to manage your payroll, the following fields control how each employee is set up within the payroll system.
IR35 Off Payroll Worker: indicates whether the employee is engaged as an off-payroll worker under IR35 rules.
Pay Point: pay points are used to group and filter employees, e.g. by location or department.
Payroll: the payroll the employee is to be paid through. All employees must be assigned to a payroll. For employees who aren't paid through the system, assign them to a dummy payroll.
Work Profile FTE: the full-time equivalent ratio as configured on the work profile you selected in the Employee info tab. This is read-only.
Payroll FTE: the proportion of a full-time salary the employee receives. Defaults to the Work Profile FTE, but you can override for each employee.
Work Profile Hours: the contracted hours as configured on the employee's work profile. This is read-only.
Payroll Contracted Hours: the number of hours the employee is contracted to work. Defaults to the Work Profile hours, but you can override for each employee.
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Salary
If you use Cintra People to manage your payroll, you can set the employee’s salary.
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Either selected Yes and choose a pay grade from the drop-down, or No to enter their salary manually.
Once created, you can make changes to an employee’s salary and rates in Payroll. See Complete employee setup in Payroll XX
HR Profile (HR Essentials & Advanced Customers only)
If you have HR Essentials or HR Advanced, you can add additional HR-related fields to the Add Employee process. To set this up, please read the information in the section below.
Complete any fields on the HR Profile tab with information you have about the new starter.
Leave
The Leave tab will show you how much Leave, Sick & Custom Allowances have been allocated to the new starter based on your settings & the Work Profile they are being added to.
Review the amounts and use the Manual adjust tool if necessary.
Access
Click which modules you would like the new starter to have access to and enable their login.
For customers with HR Advanced, you can click through to set up the Onboarding portal.
Once complete, you'll see a message to confirm the employee has been added to the system.
Cintra People HR Essentials & Success Customers
If you have HR Essentials or Success, it's possible to add HR fields to the Add Employee process. This allows you to complete the employee's profile at the point of adding them to the system, rather than afterwards.
At the point of adding a new user to the system, you very likely already know information about their employment - such as salary.
To configure which fields to add, go to Onboarding > Config > HR Onboarding Fields.
Click Select Fields to add your HR Fields to the Add Employee process - a dialog box will appear where you can tick to enable fields from Profiles.
Click Confirm Selection.
Once the fields have been selected, you can optionally mark them as mandatory.
When you're happy with the configuration, click Save.
Once this has been configured, you'll see an additional tab on the Add Employee menu for HR Profile.
