This article explains how to fill in the sections on an employee's Personal Information tab one by one. The sections are the employee's personnel file: hire date, contract, identity and family details, documents and the legal details payroll needs are kept here. HR users with the Add Employee List permission do this.
The Position Information and Wage sections have their own articles: Assigning a position and manager, Entering the salary. To enter the same record for many employees at once, use the Excel import described in Registry Information screen.
Before you start
The Personal Information tab is shown only with the Add Employee List permission.
Some sections need an extra permission or module:
Section | Shown when |
Wage | You have View Salary |
Leave Entitlements | The Leave module is on for your company |
Compulsory Private Pension System Information | You have Payroll Manager Permission or Benefit Manager Permission (if your company has no payroll module, the registry permission is enough) |
Legal Information | You have Payroll Manager Permission (if your company has no payroll module, the registry permission is enough) |
Step by step: open the registry sections
In the left menu, go to People > Employee list. Click the action icon on the employee's row and choose Edit / Change.
Switch to the Personal Information tab. On the left the sections are listed under Work, Personal and Documents and legal, each with a short description: Position, Grade, Wage, National ID Information, Marital Status, Foreign Employee, Seniority, Leave Entitlements, Work Schedule, Documents, Compulsory Private Pension System Information, Legal Information.
The first section (Position) is open on the right. Click another section; it opens on the right in the same window, no new window opens. You can also move through the list with the up and down arrow keys. Some sections have tabs inside (for example the Position section has Position Information, Work Places and Contract Information). On a phone the section list comes first; after you open a section, Sections at the top takes you back to the list. In every section Add (and the section's other actions) sits above the table on the right; click a column header to sort ascending, descending or back to the default order; edit or delete a record with the pencil and bin icons on its row. In a narrow space each record shows as a labelled card.
Enter dated records (position, work place, marital status, wage) from the past to the present. On the Position, Work Places, Grade and Wage sections, adding a new record closes the previous one automatically; only one record is in force at a time.
Work Places (Position section)
Records the city the employee works in.
Open the Position section, switch to the Work Places tab and click Add.
Choose the Start Date and the Location, then click Save. The Location list contains Türkiye's 81 provinces plus the places you added under Configuration > Company settings > New City Addition (Company information).
The new record becomes Active and the previous work place becomes Inactive. The list shows Start Date, End Date, City and Status.
Contract Information and the end-date reminder (Position section)
Open the Position section, switch to the Contract Information tab and click Add.
Fill in the fields:
What is your contract type? (required): Fixed-term employment contract or Indefinite-term employment contract.
Contract Duration: free text (e.g. "12 months").
Contract End Date: the last day of a fixed-term contract.
What is your working model? (required): Remote, Hybrid or Office.
How many days before contract end date should we send a notification?: 1–365 days.
Click Save.
How the reminder works:
Every morning at 08:00 (Türkiye time) Teamso checks active contracts that have a Contract End Date.
On the morning when the number of days you entered is left, and on the morning of the end date, an email goes to the company's active admin accounts. Each email is sent once; if you change the contract with Update, the reminders are set up again.
If, on the day you save, fewer days are left than the number you entered, the advance reminder is not sent; only the end-date email goes out.
Delete sets the contract to Inactive; no reminder is sent for an inactive contract.
Grade
Records the employee's grade (e.g. "G5", "Senior").
Open the Grade section and click Add.
Type the value in Grade (up to 50 characters) and click Save.
The new grade becomes Active and the previous one Inactive; the list shows the Assignment Date. If you delete the active grade, the previous one becomes active again.
National ID Information
This section holds a single identity record for the employee; you see Add when there is none and Edit when there is one. None of the fields is required.
Open the National ID Information section and click Add (or the record's Edit button).
Fill in what you need: Mother Name, Father Name, Turkish Identity Number, Country of Birth, City of Birth, County of Birth, Birth Date, Mother's Maiden Name, Blood Group, Emergency Contact (with Emergency Contact Relative and Emergency Contact Mobile Phone), Disability Status, Military Service Status and the enlistment date, Criminal Record Status, Size, Shoe size, University, Education Status, Graduation Status, Marital Status, Retirement Status, Residence Address. You can upload a JPEG or PNG file in ID Photo.
Click Save.
Birth Date matters: the Birthdays list and the Celebrations card on the home page use it, and the age exception in leave rules is calculated from it.
The Custom Fields tab lists the questions your company defined under Configuration > Company settings > Custom Fields (Company information). The Is field required? column shows whether a question is Mandatory or Optional. On a row without an answer, enter it with the Answer button; answered rows have Edit, Details and Delete.
Marital Status and Family Information
The Marital Status tab keeps the marital status history:
Open the Marital Status section and click Add.
Choose the Marital Status: Single, Married, Widow or Divorced. Start Date is required for Married, Widow and Divorced. For Married or Divorced you can upload the certificate (JPEG, PNG or PDF). Enter an End Date if needed.
Click Save.
The Family Information tab keeps the spouse and children; payroll uses this information:
Switch to Family Information and click Add. The Add Family Member window opens.
First Name, Last Name and Relationship (Spouse or Child) are required. Also fill in Dependent, Employment Status (Working / Not Working) and Education Status (Not Studying, Pre-University Student, University Student).
For a child, Gender and Birth Date are required. If Include in Payroll is off, the child is not included in payroll calculation or the child aid exemption. Payroll accepts at most 6 children.
Click Save.
The spouse's Employment Status and the list of children are used in payroll. Any one of Add Employee List, Update Employee List, Benefit Manager Permission or Manage Data Entry Request is enough to add and edit family members.
Foreign Employee
Open the Foreign Employee section and click Add.
Answer Foreign National Employee? (required). For a foreign national, enter the document details: Volume Number, Serial Number, No, Family Number, the registered place, city, district and neighbourhood, Reason For Document Issue, Document Issue Date and the document photo.
Click Save.
Seniority and Passive User Info
The Company Entry Date tab of the Seniority section is the employee's seniority record. Leave entitlements and the work anniversary are calculated from this date. If you turned on Enter Seniority Information Now when adding the employee, the record already exists (Adding an employee).
Open the Seniority section. If there is no record, click Add; if there is one, click Edit on its row.
With Edit, a Leave Rule window opens first: choose the leave rule that applies to the employee and click Continue.
Enter the Company Entry Date and the Social Security Number (both required) and click Save.
After you save, the employee's leave entitlements are recalculated in the background. If you change the company entry date, the entitlement history is rebuilt from the new date. If the same Social Security Number belongs to another employee in the company, the record is rejected.
The Passive User Info tab lists the employee's earlier terminations (deactivations): Date, Action, Graylist and Blacklist. Detail (eye icon) shows everything entered in the deactivation window: whether the employee left (Yes/No), the Dismissal Date, the Account Closure Date and Time if one was given (hover the info icon next to it for what it means), the Reason for Deactivation, Blacklist and Graylist. To cancel a termination whose date has not come yet, delete the record here (Deactivating an employee).
Leave Entitlements
Shows the employee's leave balance and lets you record leave used before Teamso. The section appears when the Leave module is on.
Open the Leave Entitlements section. At the top choose the Leave Group (the leave rules assigned to the employee; the current one is tagged Active, older ones Old) and the Leave Type.
The tiles under the leave type show the Entitled, Used and Remaining days (in red as Overused when the balance is exceeded; Unlimited for a type without a day limit) and the Usage rate. When the section opens, Annual Leave is selected, otherwise the primary or first type with a day limit; the entitlement records are listed below (Leave Type, Type, Start, End, Leave Period (days)). Dates are written short (for example 17 Oct 2026); the days taken off in a Loss row are shown in red as "474 days lost", and deleted or denied entitlements as "days deducted". When the list is long, only the table scrolls: the selections, tiles, buttons and the table's header row stay in place.
If the employee used leave before moving to Teamso, click Past Leave Entry: with Enter Total Used Leaves enter the leave rule, the leave type and the total days used (at most 365); if there is no past leave, choose No History / Never Used Leave.
To enter leave for the employee, click Add Leave. The Add Leave window opens with this employee selected and with their leave rule, working calendar and public holiday calendar; choose the leave type and the dates, save with Send or Approve and Continue in the review and enter the SMS code. The leave is saved for this employee and the section refreshes when the window closes (Adding leave and bonus leave for employees).
To give the employee extra days by hand, use Add Bonus Leave (Adding leave and bonus leave for employees).
To delete an entitlement record entered by mistake, click the bin in the row's Operations column and confirm with Yes. The row leaves the list and the remaining balance is recalculated.
Add Leave, Past Leave Entry, Add Bonus Leave and deleting rows are shown to users with the LEAVE_ADD_ALL permission who are responsible for the employee's branch. Without it the section shows only the balance and the records.
If the employee has no seniority record, the "SSI Entry Not Made" warning appears; first enter the Company Entry Date on the Seniority section.
Work Schedule
This section is read only and shows the work calendar assigned to the employee at a glance:
At the top, the calendar name and a one-line description (hover it to read the whole text if it is long); on the right, how many people the calendar is assigned to (hover for the names).
Below, the seven days of the week: for each day the working hours (for example 09:00–18:00), the break (for example Break 12:30–13:30; No break when there is none) and the daily working time left after the break (for example 8 h). Days off say Not working. On a wide screen the days are cards side by side, each with a 24-hour strip of the day; on a phone they are listed one under another.
At the bottom, the weekly total (for example Weekly 40 h, 5 working days) and, if they are on in the calendar, the Friday rules that add Saturday to leave.
To change the calendar, use Make Assignment > Work schedule on the Employees screen (the ⓘ icon next to the calendar name reminds you; Editing an employee and row actions) or edit the calendar itself (Work calendar).
Documents (Personnel Files, E-Documents, E-Payrolls)
The Personnel Files tab keeps the employee's personnel documents:
Open the Documents section and click Add on the Personnel Files tab.
Choose the File Name. The list contains standard document types (Criminal Record Certificate, SSI Service Transcript, Health Report, etc.) plus the documents your company defined under Configuration > Company settings > Onboarding Documents.
Upload the file: one file, JPEG, PNG or PDF, up to 20 MB.
Click Save.
Use Download to download an uploaded file and Delete to remove it. To update a document, delete the old one and upload the new one. The E-Documents tab lists the e-documents sent to the employee with their status (View PDF, Timestamped Document), and the E-Payrolls tab lists e-payslips by period; these two tabs are view only.
Compulsory Private Pension System Information
Click the Compulsory Private Pension System Information section; the form opens on the right with the saved values.
Answer Is Employee Subject to Compulsory BES?. If yes, enter the Compulsory BES Participation Rate, Currency, Start Date and, if needed, the End Date. The end date cannot be before the start date.
Click Save. The section stays open and shows the saved values. Cancel drops the changes you have not saved and brings back the saved values.
Payroll deducts compulsory BES from the employee's wage at this rate. The company-wide rate is under Payroll > Settings > BES Settings (Payroll settings).
Legal Information
These are the details payroll and the SSI declaration need.
Click the Legal Information section.
Fill in the fields:
Document Type (required) and its validity dates.
Disability Status and its dates; for a disabled employee Income Tax Disability Rate is required and must be within the range for the chosen degree.
Law No (required) and the incentive dates. When Document No 2 is selected, the law number is set to 0000 automatically. For laws such as 6111, 17103/27103 and 07252 the start and end dates are required; the form shows the date rule. For 07252 you also enter 7252 Average Days.
Occupation Code, Work Type (for part-time work Part-time Work Days is required), Business Sector and Insured Task Code.
Click Save. If a required field is empty, a warning appears under it and nothing is saved; Cancel brings back the saved values.
For incentive rules see Incentives; to enter the same information for many employees see Editing employee payroll information.
Result
What you save is written to the employee's personnel file and reflected in the section counters on People > Personnel records.
Apart from the contract reminders, these sections send no email or notification.
The employee sees the National ID Information, Marital Status and Foreign Employee sections on My Info > Records; to have them changed, HR sends a Data Entry Request (Data entry request).
Common problems
Symptom: The Personal Information tab is missing.
Cause: You do not have Add Employee List.
Fix: Ask for it on the Responsibility Management screen (Responsibility management).
Symptom: The Compulsory Private Pension System Information or Legal Information section is missing.
Cause: Your company has the payroll module and you do not have Payroll Manager Permission (for BES, Benefit Manager Permission also works).
Fix: Ask the payroll owner to enter the details, or ask for the permission.
Symptom: The contract reminder email did not arrive.
Cause: Contract End Date is empty, the contract is Inactive, or on the day you saved fewer days were left than the reminder setting.
Fix: Enter the end date; the emails go only to the company's active admin accounts.
Symptom: "Add failed. This Social Security Number information is available." on the seniority record.
Cause: The number belongs to another employee.
Fix: Check the number; if the same person has an older record, use that one.
Symptom: "This entitlement row was already deleted; the list was refreshed" while deleting an entitlement.
Cause: Another tab or user deleted the row at the same time.
Fix: No action is needed; the list is shown as it is now.
Symptom: Add Leave, Past Leave Entry, Add Bonus Leave or the bin is missing.
Cause: You do not have the LEAVE_ADD_ALL permission or the employee is not in a branch you are responsible for.
Fix: Ask your administrator for the permission or the branch responsibility.
Symptom: "SSI Entry Not Made" on the Leave Entitlements section.
Fix: First enter the Company Entry Date and Social Security Number on the Seniority section.