How to Add an Employee and Run Payroll
In short
Add the employee at HR → Employees → Add Employee, set their pay at HR → Salary Structures → Add Structure, then go to HR → Payroll → Process Payroll, choose the month and year and click Generate Payroll — it uses attendance, allowances and deductions.
| Where | HR → Employees / Salary Structures / Payroll |
|---|---|
| Steps | 4 |
Step by step
- 1
Add the employee
Go to HR → Employees → Add Employee. Enter First Name, Last Name, Phone, Designation, Date of Joining and Employment Type (required), plus personal, bank and emergency details. Tick Create Login Account to give them access with a password and role. Click Create Employee.
- 2
Set the salary structure
Go to HR → Salary Structures → Add Structure. Choose the Employee, enter Basic Salary (required), HRA, Conveyance, Medical, Special and Other Allowances, and PF/ESIC, Professional Tax and TDS. Click Create Structure.
- 3
Generate payroll
Go to HR → Payroll → Process Payroll. Choose the Month and Year and click Generate Payroll. It runs for every active employee with a salary structure, using attendance (present, half-day, leave, absent, overtime).
- 4
Review and pay
Payroll records are created as drafts; review them and mark them processed and paid. A paid payroll must be reverted to draft before it can be changed.
Common questions
Why is an employee missing from the payroll run?
Payroll runs for active employees who have a salary structure. Add the structure under HR → Salary Structures and generate payroll again.
Does payroll use attendance?
Yes. It uses present, half-day, leave, absent and overtime from attendance, along with the allowances and deductions in the salary structure.
Can I change a payroll after marking it paid?
A paid payroll cannot be edited or deleted until it is reverted to draft, so a payment already made is not changed by accident.
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