This article explains how to add a single employee on People > Employee list. Users with the Add Employee List permission (usually HR) do this.
Before you start
At least one branch must exist (Setting up branches, departments and positions).
Have the employee's Turkish ID number (nationality number for foreign nationals), email address and mobile phone.
To open the seniority record right away you also need the employment start date and the SSI registration number.
Step by step
Go to People > Employee list in the left menu.
Click Add at the top right. If your company's user limit is full, the Buy Seat window opens first; you can continue after buying seats.
In the Add Personal Information window fill in the required (*) fields:
Name, Surname, Gender, Nationality
Turkish Identity Number (must be 11 digits and pass the checksum when nationality is Türkiye) or Nationality Number (other nationalities)
Branch
Telephone Number: choose the country code and type the number. Turkish numbers are stored as +90 5XX XXX XX XX.
Email and Password. The Generate password icon next to the password field creates a strong password.
Optionally Middle Name and Profile Photo.
Leave Send Email Login Information on if the employee should get a link to set their password by email.
If the PDKS module is on for your company, the PDKS location card appears. The field is optional: in the Pick a location (optional) list, pick the location where the employee will scan the QR code, or leave it empty. Each location shows its address and city under its name; when there are many locations, type a name, address or city in the search box at the top of the list. To remove the choice, click the cross in the field. A location with the Passive badge can be picked, but nobody can scan there until it is set back to Active. If the company has no locations yet, the field is disabled and the card says "No PDKS locations yet; add them under PDKS Management > Locations." If the PDKS module is off, the card does not appear.
To open the seniority record now, turn on Enter Seniority Information Now; the Employment Start Date and SSI Registration Number fields appear and become required.
Click Save.
Result
The employee is added to Active Users and the screen focuses on the new record.
If Send Email Login Information is on, the employee gets a one-time link, valid for 7 days, at their email address to set their own password. The password is never sent by email. The employee opens the link, sets a password on the Set your password screen and signs in with their email address or phone number. The link stops working once it is used or when it expires.
If you picked a PDKS location, the employee is assigned to it as their Primary location when saved and can scan only there. If the company's default responsibilities leave out the scan responsibility (PDKS Base User), it is given as well. You can see the assignment, and add other locations, on the Access & QR tab of the employee detail under PDKS Management > Employees (Watching the weekly plan, granting location access and approving devices). If you left the field empty, no PDKS assignment is made; an employee without location access can scan at every location.
If Enter Seniority Information Now is on, the seniority record is opened automatically and leave entitlement is calculated according to the company's default leave policy. If the switch is off, enter the seniority information later under Personal Information > Seniority.
Next step: give the employee a position and a manager (Assigning position and manager).
To resend login information later, use Send Login Information in the row menu; the employee's old password stops working and a new set password link is emailed.
Common problems
Symptom: "There is a personnel with this Turkish Identity Number information within the company."
Cause: The same ID number is already registered in the company (passive employees included).
Fix: If the person worked for you before, do not create a new record: find them under Passive Users and use Activate (Deactivating an employee).
Symptom: "Turkish ID Number is invalid" or "Turkish Identity Number could not be verified."
Fix: Check the number. For a foreign employee, first select the correct country in Nationality; the field changes to Nationality Number.
Symptom: "This SSI registration number is already assigned to another employee" or "Employment start date and SSI registration number must be entered together".
Fix: Check the SSI number; with the seniority switch on, fill in both fields together.
Symptom: "The selected PDKS location was not found. It may have been deleted; pick another location."
Cause: The location you picked was deleted on the PDKS screen while the window was open.
Fix: The list refreshes by itself and the pick is cleared; pick another location and click Save again, or leave the field empty.
Symptom: The window has no PDKS location card.
Cause: The PDKS module is off for your company or not in your package.
Fix: Turn the module on under Settings > Modules (Turning company modules on and off) or ask your administrator for the PDKS package. You can also give the location on the PDKS screen after adding the employee.
Symptom: The employee gets "The email address was not confirmed." at login.
Fix: On Employees, choose Email Confirmation in the row menu and confirm.