This guide explains step-by-step how to create a new user account, assign roles, and (if applicable) capture all related employee details.
📌 User vs Employee: The User aside captures user-account fields only (login email, password, role, profile photo, Is Active). When you tick Is Employee, the Employee Details / Payroll / Salary / Exit / Emergency Contact sections appear, and the same record is also editable from HRM > Employee. Both screens round-trip the data — edits made on either side are reflected on the other.
👤 How to Create a User
🔹 1️⃣ Access the User Creation Page
- Go to Users > Users from the main navigation menu.
- Click the Add button (top-right of the list).
- The user creation form will open.
🔹 2️⃣ Fill User Details (Top Section)
| Field Name | Purpose |
|---|---|
| Is Employee? | Tick if the user is an employee (shows extra employee-specific fields). For users who are not employees (e.g., Chartered Accountant, Consultant), leave this unticked — see the External User article. |
| First Name * | User’s given name. |
| Last Name * | User’s surname. |
| Email (Personal) * | Email for notifications. Either personal or official email — used for login. |
| Role * | Choose from the dropdown which Role / Permission set you want to assign to the user. |
| Password * | Login password. Used for login. |
| Confirm Password * | Re-enter the password to confirm. |
| Profile Image | Upload the user’s profile photo (optional). |
| Is Active (Permission to Allow Login) | Toggles whether this user can log in. Allows or blocks the user’s login access. Disable to keep the account but block sign-in. |
🔔 Important:
- If Is Employee? is checked, an Employee record is created automatically and made available in HRM > Employee. Employee-specific fields are no longer captured on this User form — they live on the Employee aside instead. After saving the user, open HRM > Employee to fill the rest.
- User Roles / Permissions: Assign roles to the user from the dropdown. You can pick a role you have already created from the Roles module, or one of the System Default Roles already present in the system.
🔹 3️⃣ Notes & Documents
- Notes: Add any extra remarks or comments.
- Upload Documents: Attach files such as ID proofs, offer letter, or other HR documents.
🔹 4️⃣ Save or Cancel
- Click Save (green button) to create the user.
- Click Close (red button) to cancel.
📌 Where do employee fields go now?
Date of Birth, Address, Aadhar / PAN, Department, Designation, Reporting Manager, Bank & Payroll details, Salary record (CTC, Basic, HRA…), TDS, Probation, Exit, Emergency Contacts and HR documents are all captured from the Employee aside at HRM > Employee. The User form only captures what’s needed to log in and assign a role.
👉 After saving the user with Is Employee = true, open HRM > Employee > Add / Edit Employee Data and fill the rest. Edits in either place sync to the same record.
🔄 What Happens on Save
- A unique User ID is generated.
- (If Is Employee = true) an Employee Code is generated and the user also appears in HRM > Employee.
- (If Is Employee transitioned to true) leave allocation runs automatically per the policy in Settings > Leaves.
- (If TDS amount is set) the salary engine treats the user accordingly on the next salary run.
✏️ Edit a User
- Go to Users > Users and click on the user row.
- Click the Edit button in the aside header.
- Update the necessary fields.
- Click the Update button at the top-right corner.
Edits sync to the HRM > Employee record. Switching Is Employee from false → true triggers automatic leave allocation per the leave policy.
🗑️ Delete a User
- Go to Users > Users and click on the user row.
- Click the red Delete button in the aside header.
- Confirm the deletion when prompted.
Delete is generally blocked when the user has linked records (assigned tasks, salary cycles, leave history, expenses, etc.). Prefer setting Is Active = false to disable login while preserving the audit trail.
📝 Important Notes
✅ Mandatory Fields: Fields marked with a red asterisk (*) must be filled before saving.
✅ Login Access: Ensure Is Active is enabled, or the user won’t be able to log in.
✅ Resignation Date: If you set a resignation date, the user’s login will be blocked after that date.
✅ Salary Month/Year: Make sure the salary month and year are correct — salary is generated accordingly.
✅ Annual TDS: Enter the accurate annual TDS amount to avoid incorrect deductions.
✅ Unique IDs: After saving, a User ID (and Employee Code, if marked as Employee) is auto-generated.
✅ Searching & Editing: All user records can be searched, filtered, and edited later if required.