How to add an Employee?

📌 Overview

This article explains what information is required while adding an employee, and how additional configurations such as Provider Settings and Static IP Restriction are managed.

📍 Navigation

HR → Employees → + Add Employee

👤 A. Add Employee — Profile Details

When creating a new employee, details are captured across multiple sections.

1️⃣ Basic / Account Details

These fields define the employee’s identity and system access.

• User Settings:
  Branch, Username, Password & Branch Availability

• Personal Information:
  Employee Name, Birthday, Gender, Nationality, Marital status, etc
• Identity Information:
  National ID, Passport number, Residency, Labour card, Social Insurance number, etc
• Emergency Information:
  Contact name, Contact Relationship, Contact Mobile, Contact Address, etc

• Contact Information:
  Address, Phone, Email, etc

• Role
  Determines system permissions

• Reporting Manager
  Used for approvals and hierarchy

The selected role controls what modules and actions the employee can access.

2️⃣ Employment Details

These fields define the employee’s organizational context.

• Company ID/Employee ID
  Needs to be the same as the employee ID mentioned in Attendance sheets to be imported into Helix

• Date of Joining

• Department

• Role
• Reporting Manager

• Job Grade

• License Number(License of the practitioner/service providers)
  Format: DHA-P-xxxxx for doctors
  
• Contract details(if applicable)
  Whether Full-time or Part-time
• Applicable Policy
  Attendance related policies for the employee
• Appointment Interval
  Default appointment interval duration of the practitioner
• Work Day hours

3️⃣ Attendance Configuration

This defines how attendance is tracked for the employee.

• Attendance Mode

  • Policy, or

  • Rotation

• Attendance Policy / Rotation

  • Selected based on the chosen mode

• Leave Type Balances
  
  • Add different Leave types like sick leave, annual leave and set outstanding balances as of date to carry on entitlements

• Attendance behavior (working hours, late rules, overtime eligibility) is derived from this assignment

4️⃣ Salary & Package Details

This section is required for payroll processing.

• Salary Package components

  • Basic salary

  • Allowances

  • Deductions

• Overtime Rate (if applicable)

• Salary Ledger

  • Determines where payroll entries are posted in accounts

5️⃣ Documents

• Upload employee-related documents

• Documents are stored within the employee profile for internal reference

💾 Save Employee Profile

• Click Add to create the employee

• The employee record becomes active immediately after saving

🩺 B. Provider Settings (For Clinicians)

Provider Settings apply only if the employee is a medical provider and control how they function in clinical workflows.

📍 Navigation

HR → Employees → Open Employee Profile

Provider Configuration Fields

• Appointment Interval

• License / Registration details

• Clinical identifiers for submitting eRx
  Clinician Login and Clinician Password

• Mobile App Profile visibility:
  If Profile details are to be shown on the Mobile App, then you may enable 'Show in Apex' button.

Following Profile details can be added:

• Profile picture

• Name(English and Arabic Titles)
• Years of Experience
• Subspecialty
• Certificates
• Experiences
• Biography(Introductory Bio)
• Show in Apex(Choose whether to display profile information on the Patient Mobile App)

🌐 C. Static IP Restriction (Optional)

Static IP Restriction limits system access for a specific employee to predefined IP addresses.

📍 Navigation

HR → Employees → Open Employee Profile → Static IP Restriction

Depends on Static or Dynamic IP Address setup of the clinic. If the clinic is using Static IP Address setup, then we can restrict access of users to within just the clinic.

How Static IP Restriction Works

• When "Exempt from Static IP" is enabled:

  • The employee can log in from anywhere

• If "Exempt from Static IP" is disabled:

  • Access is blocked except for one static IP Address

Configure Static IP Restriction

1. Open the employee profile

2. Disable "Exempt from Static IP"(available under Employment Information) 

⚠️ Important Notes

• An Employee Profile is mandatory for:

  • Attendance

  • Leave

  • Payroll

• Provider Settings apply only to clinicians

• Static IP Restriction is employee-specific

• Changes to attendance or salary configuration directly impact payroll calculations

• Missing Reporting Manager:
  If a reporting manager is not assigned, employees will be unable to submit requests for approval.

• Company ID Mismatch:
  Any discrepancy in the Company ID may result in attendance imports being rejected or incorrectly mapped.

• Incorrect Role Configuration (Service Provider Disabled):
  If the Service Provider role is not enabled, the user will not appear in the calendar or be available for billing-related activities.

• Mandatory fields while adding an employee can be identified by clicking into any field and then clicking outside on the window, which will highlight the required fields in red that must be entered.