> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.
# QRG Create an Employee - Contact
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## Purpose
The purpose of this quick reference guide is to step through the process of setting up an Employee. The
intended audience for this document is System Administrators / Standard Users.
The Employee record contains the contact details and personal information of an Employee. The
information within the Employee record will be used during various functions, including the Single Touch
Payroll lodgements.
## Steps
### Create a new Employee record
To create an Employee record, follow the steps below:
1. Go to the **Contacts** object and click on the **New** button (see Figure 1).
2. Select the **Employee** Record Type from the picklist options and click the **Next** button (see Figure 2).
3. Populate the following required fields to provide the base details of the Employee (see Figure 3):
1. **First Name**
2. **Last Name**
3. **Birthdate**
4. **Account Name**
5. **Email**
6. **Pay Advice Email Address**
4. To provide additional details about the Employee and to update notification settings, populate
the following optional fields:
1. **Salutation**
2. **Title**
3. **Description**
4. **Is Approver (checkbox)**
5. **Primary Payee Record**
6. **Alternative Email**
7. **Phone**
8. **Mobile**
9. **Approver Community**
**Important Notes**
*(Required fields)*
*Birthdate and Mailing Address fields are required for STP. Birthdate can not be greater than 120 years.*
*The Community User can only be created for this Employee when the Account Name field is populated. To receive notifications, Community User setup, and Pay Advice delivery, the Email field must be populated.*
5. Populate the following required fields to provide the base details of the Employee (see Figure 4):
1. **Mailing Address**
2. **Timesheet Notification Email**
3. **Expense Claim Notification Email**
4. **Leave Notification Email**
6. To provide additional details about the Employee and to update Notification Settings, populate the following optional fields:
1. **Other Address**
2. **Timesheet Reminder Notification Opt Out (checkbox)**
3. **Exp Claim Reminder Notification Opt Out (checkbox)**
4. **Leave Reminder Notification Opt Out (checkbox)**
7. Click on the **Save** button.
8. A new Employee record has been created (see Figure 5).
**Important Notes**
*(Primary Payee)*
*Once a Primary Payee is created relating to a Contact record, the field Primary Payee will be automatically populated with the appropriate Primary Payee record.*
Employee records CANNOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
9. To modify an existing Employee record, open the required record and select the **Edit** button available on the top right side of the page. You can also double-click in any of the fields that need editing, or just click on the pencil icon that appears within fields when you move your cursor over the field.
10. When complete, click on the **Save** button.
## Field Descriptions
| Field Name | Description |
| ------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Account Name** | The related Account name (typically an organisation or entity). |
| **Alternative Email** | The alternative email address of the Employee. |
| **Approver** **Community** | Defines the Approver Community that the Approver will use. This value is used in generating the Approver Link Token. |
| **Birthdate** | The Employee's date of birth. This date can not be greater than 120 years. |
| **Description** | The optional description related to the Employee. |
| **Email** | The email address of the Employee. |
| **Exp Claim** **Reminder** **Notification Opt** **Out** | Identifies if the Employee has opted out of having email notification advising of their Expense Claims approval sent. If True, emails will not be sent. |
| **Expense Claim** **Notification Email** | The email address of the Employee to receive expense claim-related notifications. |
| **Is Approver** | This checkbox is used to enable the Approver Audience settings for Communities. |
| **Mailing Address** | The postal address of the Employee. |
| **Mobile** | The mobile number of the Employee. |
| **Name** | The name given to the new Employee record. |
| **Other Address** | The other address of the Employee. |
| **Pay Advice Email** **Address** | The email address of the Employee to receive pay advice. |
| **Phone** | The phone number of the Employee. |
| **Primary Payee** **Record** | The Payee record that is considered as primary for the given Employee record. |
| **Leave Notification** **Email** | The email address of the Employee to receive leave-related notifications. |
| **Leave Reminder** **Notification Opt** **Out** | Identifies if the Employee has opted out of having email notification reminding them to submit their Leave. If True, emails will not be sent. |
| **Timesheet** **Notification Email** | The email address of the Employee to receive timesheet-related notifications. |
| **Timesheet** **Reminder** **Notification Opt** **Out** | Identifies if the Employee has opted out of having email notification reminding them to submit their Timesheets. If True, emails will not be sent. |
| **Title** | The title used for the Employee. |
## Further Information
| Document | Document Type | Description |
| --------------------------- | ----------------- | ----------------------------------------- |
| Create an Emergency Contact | Task Instructions | How to create an Emergency Contact record |
| Create a Payee record | Task Instructions | How to create a Payee record |