Register Staff

Step-by-step guide to registering new staff members individually or in bulk via CSV import, with auto-generated employee IDs.

Individual Staff Registration

To register a new staff member, navigate to Workforce > Staff > Register New Staff. The registration form is organized into five sections that capture all essential employee information.

Section 1: Personal Information

• Full Name — First name, middle name (optional), and surname
• Date of Birth — Used for age verification and clock-in authentication
• Gender — Male, Female, or Prefer not to say
• Phone Number — Primary contact number (used for clock-in verification and notifications)
• Email Address — For system notifications and portal access
• Residential Address — Street, city, state, country
• State of Origin — Nigerian state of origin (optional)
• Passport Photo — Upload a clear headshot for profile card display

Section 2: Employment Details

• Branch — Select from configured branches
• Department — Select from configured departments
• Job Title — The staff member's official role
• Employment Type — Full-time, Part-time, Contract, Intern
• Date of Hire — Official start date
• Reporting Manager — Select from existing staff directory
• Work Location — On-site, Remote, or Hybrid

Section 3: Compensation

• Salary Grade — Link to a configured grade structure (if using HR & Payroll module)
• Basic Salary — Monthly gross amount
• Bank Name — Staff member's bank
• Account Number — For payroll disbursement
• Tax ID (TIN) — Tax Identification Number
• Pension ID — Pension Fund Administrator details

Section 4: Emergency Contact

• Contact Name — Next of kin or emergency contact
• Relationship — Spouse, Parent, Sibling, etc.
• Phone Number — Emergency contact phone
• Email — Emergency contact email (optional)

Section 5: Documents

• CV/Resume — Upload PDF or Word document
• ID Card — National ID, Driver's License, or International Passport
• Certificates — Educational and professional certifications
• Offer Letter — Signed offer letter (can be generated from system)

CSV Bulk Import

For organizations onboarding large numbers of staff, the CSV bulk import feature allows you to register hundreds of employees simultaneously.

Step 1: Download Template

Navigate to Workforce > Staff > Bulk Import and click Download CSV Template. The template includes all required and optional columns with sample data and formatting instructions in the header row.

Step 2: Populate the Template

Fill in your staff data following the column formatting rules:

• Date fields use YYYY-MM-DD format
• Phone numbers include country code (e.g., +234XXXXXXXXXX)
• Department and Branch must match exactly the names configured in your settings
• Employment type values: Full-time, Part-time, Contract, Intern
• Gender values: Male, Female

Step 3: Upload & Field Mapping

Upload your completed CSV file. The system displays a field mapping interface where you can confirm which CSV columns correspond to which system fields. Auto-mapping is attempted based on column headers.

Step 4: Validation & Review

The system validates all rows and displays a summary showing valid records (green), warnings (yellow), and errors (red). Common validation errors include:

• Duplicate phone numbers or email addresses
• Unrecognized department or branch names
• Invalid date formats
• Missing required fields (name, phone, department)

Fix errors in the CSV and re-upload, or proceed with valid records only.

Auto-Generated Staff IDs

Every registered staff member receives a unique system-generated Employee ID based on the format you configure in Organization Settings.

Format Customization

The ID format supports these tokens:

• {ORG} — Organization abbreviation (e.g., ACI)
• {YEAR} — Year of registration (e.g., 2024)
• {SEQ} — Sequential number with zero-padding (e.g., 001, 002)
• {DEPT} — Department code (e.g., ENG, FIN, HR)
• {BRANCH} — Branch code

Example format: {ORG}-{YEAR}-{SEQ} produces IDs like ACI-2024-001, ACI-2024-002, etc.