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This article walks through adding a single employee record manually. For adding many employees at once, see Importing Employees from CSV. Navigate to Employees in the sidebar, then click Add Employee in the top-right corner. Employee list with Add Employee button in the top-right corner The employee modal opens on the Profile tab, ready to fill in. Employee modal Profile tab showing the photo upload area, name, email, and department fields

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Required Fields

Only two fields are required to save an employee record:
  • First Name
  • Last Name
Everything else is optional — you can fill in additional details now or come back later to edit the record.

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Profile Tab — Field Reference

The Profile tab is divided into two sections: Personal Information and Organizational Details.

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Personal Information

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Organizational Details

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Custom Fields

If your admin has defined custom attribute fields (Settings → Custom Fields), they appear below the standard fields. Fields marked with a red asterisk are required.

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Adding a Photo

The profile photo appears on the employee’s badge and public profile. Three methods are available: Upload from file — Click the photo circle or the Upload Photo button. Supported formats: any image file. Maximum size: 2 MB. The photo is cropped to a circle on the badge. Capture from webcam — Click Take Photo to open the camera. Review the captured image, then click Accept to use it or Retake to try again. No photo — If no photo is uploaded, a placeholder avatar is shown on the badge. You can add a photo later by editing the employee record.
AI photo enhancement (Claid integration): If your tenant has the Claid photo API configured, the background is automatically removed from uploaded photos.

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Saving the Record

Click Save in the bottom-right of the modal (or press Alt+S). The employee is added to the list with status Active, and a badge is generated automatically using your badge template. If either the First Name or Last Name field is empty, the Save button is disabled.

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Employee Tabs After Saving

Once a record is saved, the modal has four tabs: These tabs are covered in their own articles. For now, the defaults (Active status, no PIN, no schedule restrictions) are appropriate for most new employees.

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Approval Workflow

When the employee approval workflow is enabled on your tenant, newly added employees are placed in a Pending status instead of Active. They appear in the Requires Approval sub-tab of the Employees list. An Admin or Manager must review and approve them before their badge becomes active and scannable. If you don’t see a Requires Approval tab, the workflow is not enabled on your tenant.

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