Adding a new employee in Vendra involves filling in several tabs on the employee form. The minimum required for payroll is a name, department, and an active contract with a salary structure. The additional tabs — Work Information, Private Information, and HR Settings — hold details that are used across the HR, Payroll, and POS modules.
Once the contract is confirmed, the employee is automatically included the next time you create a payslip batch in the Payroll module.
Step-by-step: adding a new employee
Go to Employees and click New
Open the Employees module from the sidebar. Click New to open a blank employee form. The form is organised into tabs — the main header area contains the most visible fields.
Enter name, job position, and department
Type the employee's full name in the Employee Name field. Select or create their Job Position (for example, Cashier, Accountant, Store Manager). Assign them to a Department. These three fields place the employee in the organisational structure and affect payroll filtering and HR reporting.
Work Information tab — line manager, work location, schedule
Open the Work Information tab. Set the Manager (their direct line manager), the Work Location (office, remote, or a specific site), and the Working Schedule (Full Time 40h, Part Time, or a custom schedule). The working schedule determines how leave and attendance are calculated in payroll.
Private Information tab — nationality, date of birth, national ID
Open the Private Information tab. Enter the employee's nationality, date of birth, and national ID number. This information is kept confidential — only users with HR manager access can view it. It is used for statutory compliance and for identifying the employee in government records.
HR Settings tab — employee number and POS PIN
Open the HR Settings tab. Assign an Employee Number (your internal HR reference). Set a PIN (4 to 6 digits) in the POS PIN field if the employee needs to log in to a Point of Sale terminal. Link a Vendra user account here if the employee needs system access beyond POS.
Contract tab — create a new contract
Open the Contract tab and click New Contract. A contract form opens in a new view. Set the Contract Start Date, the Contract Type (permanent, fixed-term, casual), the Salary Structure (for example, Standard Kenyan Payroll), and the Monthly Wage.
Save and confirm the contract
Save the contract record. Click Confirm to move the contract status to Running. An active, confirmed contract is required for the employee to appear in payroll batch processing. An employee with only a draft contract will not be included in payroll runs.
Employee is now ready for Payroll
Return to the employee record and save. The employee now appears in the Employees list and will be included in payslip batches for any pay period that falls within their contract dates. Their POS PIN is active immediately if set.
You can add skills and resume history to the employee's Skills and Resume tabs at any time. Skills data is used in the HR skills gap analysis report and can help you match the right people to internal opportunities as the business grows.
What the tabs cover at a glance
Work Information
Line manager, work location, working hours schedule, and work email. Used for org chart display and attendance calculations.
Private Information
Personal details including nationality, date of birth, national ID, emergency contact, and marital status. HR manager access only.
HR Settings
Employee number, POS login PIN, linked user account, and employment type. Controls how the employee interacts with POS and the system.
Contract
Start date, contract type, salary structure, and wage. Must be confirmed and active for the employee to appear in payroll.