Help / Modules / HR & compliance

Add a new employee

Create a user account and set up access from a single New Employee form. Provider-specific fields appear automatically when you assign a clinical role.

Before you start

• You have the employee's legal name, email, and phone number.
• You know which role they will hold and which facility (or facilities) they will work at.
• For providers, you have their credentialing details (NPI, license, DEA, taxonomy) on hand.

Steps

1. Open HR & Compliance. Click HR & Compliance in the sidebar.
2. Click New Employee Onboarding, then start a new employee. The form opens as a single page — there is no multi-step wizard.

The New Employee form. Provider fields appear when a clinical role is selected.

3. Fill in Basic Info: - First Name, Last Name, Email, Phone - Job Title, Role, Manager - Status, Date of Birth, Onboarding Date - Preferred Language, Timezone - NPI (for providers)
4. Assign facilities. Select one or more facilities under Facility — the employee's access is scoped to the facilities you assign, and you can assign several at once.
5. Choose the Role. Pick from the real role set: admin, clinical_manager, medical_director, clinician, referral_coordinator, bd_rep, bd_manager, finance_ap, or vendor_coordinator.
6. Complete Provider Details (providers/clinicians only). When the role is a clinical one, additional fields appear: - Profession Title (NP, PA, MD, DO, DPM, RN, LPN, LVN), Print Name, Initials - Mailing Address, Primary Service Location, Specialty and Specialty Code - Group NPI, UPIN, State License, DEA Number with active/termination dates - Tax ID and type, Taxonomy Code, Organization Type, Billing Facility Name, Network Affiliation - Is Resident / Is Care Manager toggles, and a Signature upload
7. Mark onboarding items. Toggle Welcome Call Completed once the initial onboarding call has been made.
8. Save. The account is created (via the admin user-creation service) with a user_facility_role for each facility you assigned.

Result

The new employee appears in Facility Users for each assigned facility, with the role you selected. Assign any required license/certification tracking separately in the Credential Tracker, and assign training in Education Bundle Management.

Education bundles are assigned in Education Bundle Management, not on the new-employee form. There is no automated pre-start welcome email — use the Welcome Call Completed toggle to record onboarding contact.

Troubleshooting

Symptom	Likely cause	What to do
Email already in use	The person already has an account at another facility	Use Facility Users to add the existing user to this facility instead of creating a new record
Save fails	A required field is empty or invalid	Review highlighted fields — provider roles require the additional credentialing fields
Provider fields don't appear	A non-clinical role is selected	Provider Details show only for clinical roles (clinician / medical_director)

Related

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