Create new employee

Before you create a new employee

Before you manually create an employee, you should check if the organization uses an external system for employee creation or synchronization.

If employees are created in an external system, e.g. Simployer Classic, you should normally not create employees manually in Capitech Flow. The employee will then be synchronized from the external system and often appears as inactive in the Employee Register.

Then you can find the employee under inactive employees and activate them with the correct values, for example, salary group and employee group.

How to create a new employee

1. Go to Admin > Employee > Employee.
2. Click the plus icon in the upper-left corner.
3. Enter the correct employee number and name.
4. Click Save.

Once the employee has been saved, the other tabs on the employee record become available.

Personal Information

Under the Personal tab, you enter basic information about the employee.

Enter relevant information, for example:

• address
• phone number
• email address
• date of birth
• salary group
• which modules the employee should be active in

It is important to enter the correct email address. The email address must be registered for the employee to receive an email with login information and use forgot password in My Capitech.

Employee number

The employee number should be correct before you save the employee.

The employee number cannot be easily changed afterwards. If you use payroll export or other integrations, the employee number in Capitech Flow must be the same as the employee has, or should have, in the payroll system.

Salary group

You must specify salary group for employees who are to be included in payroll export.

If the salary group is missing, hours will not be transferred for the employee during payroll export.

Activate modules for the employee

Under Personal, you check off which modules and functions should be active for the employee.

Time

Under the tab Time, you enter the default values for the employee.

This could for example be:

• department
• project
• other dimensions used in the organization
• employee group
• flexitime limits

The dimensions you see depend on the modules and settings used by your organization.

If your organization uses employee groups, you can add the employee to one or more employee groups. Click the plus icon to add an employee group.

Tips for changing employee group at a future date

If an employee will move from one agreement to another on a future date, you can use an end date and a future employee group.

Example: The employee will change from hourly paid to salaried from 01.08.2026

Here's how you can do it:

1. Enter to-date for the current employee group
2. Add a new employee group under the tab Future
3. Set the correct from-date for the new employee group

This allows the change to be ready before it takes effect.

Flextime

The tab or menu for Flextime is displayed when you have checked Active in Flextime under Personal.

Here you can, among other things, choose:

• any balance limit
• calculation rule for flextime

By default, you select Calculation Rule for flextime calculation.

Access in My Capitech

Under Access, you specify what the employee should be able to do in My Capitech

The number of days available for future registration is not enabled by default, but it can be enabled when needed.

Can only register within locations

If you enable Can only register within locations, the employee can only register time in My Capitech while within active locations.

If the network connection is poor or unavailable, it may be possible to select a location manually. The registration will then be shown as manually specified.

Can do manual additions

You can give the employee access to add manual additions if this is enabled for you.

Manual additions can be used for sporadic compensations that are not dependent on working hours.

My Capitech and terminals

If employees are to use terminals for time registration, it is common for My Capitech not to be opened for registration.

Then you can choose No registration, display only. The employee can then log in to My Capitech to view their own hours, but cannot register or correct hours there.

External User ID

Under External User ID, you enter the external username if the organization uses external login, for example Microsoft Entra ID, formerly Azure AD.

This is relevant if the employee is to log in with external login or Microsoft login.

Password

Under Password, a manager or superuser can reset the password if needed.

It is nevertheless recommended that the employee uses forgot password in the My Capitech login when possible.

Registration Card

If the organization uses a terminal, you can enter a registration card for the employee.

This could for example be:

• RFID number for contactless cards
• card number, for example for barcode cards
• PIN code for registration on Mobile terminal

PIN code can be activated, but is not very common in use.

Absence

Under Absence you can view and register information regarding absence settings for the employee.

If automatic calculation of care days for sick children is activated, you will get an overview and the opportunity to add children to the employee.

If manual handling of care days for sick children is activated, you can enter the number of self-certified days for a child's illness if the employee is to have more than the standard number of days. Read more about the topic here

Lost right to self-certification

If there is a need to register that an employee has lost the right to use self-certification, this can be registered under Absence. For more info, please read here.