ZN ERP
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How to Add a New Employee

Create a staff master record from scratch.

5 min read Updated Jun 2026   How-To

Purpose

Add a person to the staff master so they can be tracked for attendance, payroll, ID-card printing and access rights. The staff record is the source of truth for the employee — payroll, leave, login linkage and printed slips all key off the Staff ID generated here, so it pays to be careful and complete on the first save.

Before you begin

  • Department, designation and basic-pay structure decided.
  • Identity proof (Aadhaar / PAN) and bank account details for salary credit.
  • Photograph (optional but recommended for ID cards).
  • Salary structure already defined under Salary & Payroll → Salary Structure.
  • Decision on whether this person will also be a ZN ERP user (so you can link them in step 8).

Steps

  1. Start → Human Resources → Staff Management → Staff Detail.
  2. Click New. The system assigns the next Staff ID — do not overwrite it.
  3. Fill the Personal tab: full name, gender, date of birth, blood group, marital status, residential address.
  4. Switch to the Employment tab: date of joining, department, designation, reporting manager, employee type (permanent / contract / consultant). The date of joining drives first-month proration, so enter it accurately.
  5. On the Pay tab, pick the salary structure and enter the basic pay. Allowances inherit from the structure — spot-check the gross total against the offer letter.
  6. On the Bank tab, enter the salary account number, IFSC and branch. Validate the IFSC against the bank's site before saving.
  7. On the Documents tab, attach scanned IDs (Aadhaar, PAN, education certificates). The system stores them inside the database, so they are protected by your backup schedule.
  8. If this person will also log into ZN ERP, click Link User and pick (or create) the standard user account. This ties attendance and login to one identity.
  9. Click Save. The new employee is immediately available for attendance, rota assignment and the next payroll run.

What success looks like

  • The new Staff ID appears in the Staff Detail list.
  • The employee can be picked in Attendance Entry and Rota Plan from the next working day.
  • Their record shows up in Salary Calc for the next payroll run with prorated days based on date of joining.

Troubleshooting

"Duplicate name" warning when saving.
ZN ERP warns if another active employee has the exact same name. If they really are two different people, change one's display name to include initials (e.g. "Rahul S." vs "Rahul T.") and proceed.
Salary structure dropdown is empty on the Pay tab.
No structures defined. Go to Salary & Payroll → Salary Structure first and create at least one.
IFSC fails validation when generating bank advice later.
Edit the Bank tab and re-enter the IFSC in uppercase with no spaces. The bank-advice exporter is strict.

Tips

  • Date of joining is later used to prorate the first month's salary — enter it accurately.
  • If the employee will also be a ZN ERP user, link them under Standard Users so attendance and login share one identity.
  • Use the photograph upload — it auto-populates ID cards, visitor passes and slip headers later.
  • Warning. Disable, do not delete, departing employees. Deletion breaks historical attendance and payroll reports that link to their Staff ID.