Add a person field guide

Add a Person (People & Payroll) makes a person ready to work in one press: their login with an invitation, their employee record, the system roles their job needs and the workflows that start when someone joins. The job role is the starter kit, so the same few fields get a store keeper, a buyer and a salesperson each set up correctly.

1. Who can use it

Adding a person can need three different rights; each is checked before anything is created, so a refused press leaves nothing behind.

To do this	You need
Create the employee record	The right to manage people
Create a login and send an invitation	The right to invite users
Give the person roles	The right to manage roles

The Organisation Administrator holds all three. The Company Administrator role deliberately holds neither of the last two, because logins and roles are organisation-wide matters. An HR officer can therefore add an employee without a login; somebody with the user and role rights invites them later.

2. The starter kit (set once, in Workforce Setup)

Open Administration > Module Settings > People & Payroll > Workforce setup > Job roles, open a job role, and tick the roles in Starter kit: the roles a person gets when added in this job role. Anyone added in that job role receives those roles for the company.

1. Administrator roles can never be in a kit. They are granted by a person on the Users screen.
2. A role that does not exist in the organisation is refused when you save.
3. Changing a kit changes who is added from then on; it does not change people already added.

3. The screen

Field	What it does
A person who works here / A login only	The two modes. A login only is for somebody with no employee record, such as an outside accountant or an auditor
Like a colleague	Search a colleague to copy their job role, department, designation, manager and roles. What you type yourself wins over what is copied
Full name	Required
Email (the invitation goes here)	Where the invitation link goes. Without an email no login is made
Mobile	Optional
Job role	Chooses the starter kit and the job's duties
Reports to	Search a name or code. The manager is set when the person joins, so the Joining workflow already knows who to ask
Department, Designation	Optional; the department comes from the job role if empty
Joining date	Today unless given; not more than ninety days away
Invite them to sign in	Shown when there is an email; untick to add the person without a login
Further roles	Extra roles beyond the kit. Administrator roles are not offered

What pressing Add will do (the panel on the right, updated as you type) lists, before anything happens: the login, the roles for this company, the workflows that start, the workflows their roles put them in with their steps (for example "Sales order to payment: Deliver the goods"), and the papers they will be asked for. Problems that would stop the press are listed in red; notes in amber (for example, "No manager was chosen: steps meant for their manager will go to the workflow owner").

4. What one press does, in order

1. Checks every right and every value, and finds the manager, the roles and the email. If anything is wrong, nothing is created and every problem is listed together.
2. Creates the login and sends the invitation (or, when no mail gateway is switched on, shows the link for you to pass on). The person chooses their own password from the link; nobody else ever sees one.
3. Creates the employee and links them to the login.
4. Creates the employment with the job role, department, designation and manager. This starts the Joining workflow, which already knows the person and their manager.
5. Gives the roles (the kit, the colleague's, and any you added) for this company.
6. Records the addition in the audit trail.

If step 3 or 4 fails after the login was made, the login and the employee are taken back out.

5. After the press

The result shows the name and employee code, whether the invitation was sent or the link to give, the roles granted, and each workflow started with how many steps are open. Add another clears the form.

Case	What you get
Name, email, job role, manager	Login (invited), employee, employment, kit roles, Joining workflow
No email	An employee and workflow, no login, no roles (they go with a login). Their own steps go to their manager until a login exists
Email but "Invite" unticked	As above, with the email kept on the record
Login only	A login with the roles you tick; no employee, no workflow
Copy a colleague	Same job role, manager, department and roles as the colleague

6. The Joining workflow and the invitation

The standard Joining workflow also watches the invitation. If the person has a login and has not used it after three days, "Help them sign in" goes to their manager: ask why, and send a new link from Users (Resend invitation) if it expired or was lost. The step cannot be finished until the person has actually signed in. A person added with no login skips this.

Companies that installed Joining earlier keep their version; add the new one with Add the standard workflows on a company where it is missing.

7. When it is refused

You see	It means	Do this
Give the person's name / "is not an email address" / "is not a phone number"	A value is missing or invalid	Correct it; all problems are listed together
"has already been invited" / "A user with ... already exists"	The email is taken	Use Resend invitation on the Users screen
"COMPANY_ADMIN cannot be given here"	An administrator role was asked for	Grant it on the Users screen
"The manager chosen was not found, or no longer works here"	A stale manager	Choose again
"Creating a login needs the right to invite users"	You hold the HR right only	Untick Invite, or ask somebody with the user right
"granting roles needs the right to manage roles"	The job role's kit has roles	Ask somebody with the role right, or choose a job role with no kit
"The joining date is more than ninety days away"	Typed wrongly	Correct it

8. How to verify it

1. Create a job role, tick Store Keeper in its starter kit and save.
2. Open Add a Person, enter a name and email, choose that job role and a manager. The panel lists Store Keeper and the Joining workflow.
3. Press Add. The result shows the employee code, the link or the sent invitation, and Joining with open steps.
4. Open the manager's Tray: the induction step is there. Open Users: the new person holds Store Keeper for this company and is Invited.
5. Press Add again with the same email: it is refused and creates nothing.