Adding an Employee

To add an employee to your payroll, navigate to Contacts > Employees and click New Employee.

Required Information

Every employee needs the following details for payroll to work correctly:

Personal Details

• First name and last name
• Date of birth
• Gender
• National Insurance number (e.g. AB 12 34 56 C)
• Address (line 1, town, postcode as a minimum)

Payroll Details

• Payroll ID — a unique reference for this employee (e.g. EMP001)
• Tax code — provided by HMRC or from the employee's P45 (e.g. 1257L)
• NI category — usually A for most employees. Use C for over state pension age, H for apprentices under 25, M for under 21
• Pay frequency — weekly, fortnightly, four-weekly, or monthly
• Annual salary or hourly rate
• Start date

Pension (if applicable)

• Tick "Pension enrolled" if the employee is in a workplace pension
• Set the employee and employer contribution percentages (minimum 5% employee, 3% employer for auto-enrolment)

Student Loan (if applicable)

• Select the student loan plan (Plan 1, 2, or 4)
• Tick "Has postgrad loan" if they also have a postgraduate loan

Starter Declaration

When adding a brand new employee, you should also fill in their Starter Declaration under the HMRC tab:

• A — This is their first job since 6 April (use the full personal allowance)
• B — This is now their only job but they've had another since 6 April
• C — They have another job or pension

If the employee provides a P45 from their previous employer, enter the P45 tax code, gross pay YTD, and tax deducted YTD. This ensures their tax is calculated correctly from the first pay run.

After Adding

Once saved, the employee will automatically appear in pay runs that match their pay frequency. You don't need to manually add them to each pay run.