Overview:

The Employees module is the central workspace in HR360Hub for managing your organisation's workforce. Authorised administrators and HR managers can view the complete employee directory, monitor active and inactive headcount at a glance, and add, edit, or update employee records.

This guide walks you through the complete process of logging into the HR360Hub portal, navigating to the Employees List, and adding a brand-new employee record. It also explains what happens after an employee is created — specifically, how the new employee receives a secure password-set link by email and how they use it to access the portal for the first time.

📜 Note:  Only users with Administrator or HR Manager roles can access the Employees module and add new employees. If you cannot see the Employees menu in the sidebar, contact your system administrator to verify your role and permissions.

Section 1: Logging in to HR360Hub

Before you can add a new employee, you must sign in to the portal using your administrator credentials. Follow the steps below to log in.

1.Open your web browser and navigate to the HR360Hub portal URL provided by your organisation.

2.On the Welcome to HR360HUB login screen, enter your registered administrator Email in the Email field.

3.Enter your Password in the Password field. You can click the eye icon to toggle password visibility if needed.

4.Click the Login button to sign in. You will be redirected to the main Dashboard.​

📜 Note:If you have forgotten your password and have previously set one, click Forgot Password? on the login screen to receive a reset link. Note that the Forgot Password option only works for accounts that have already completed the initial password setup (see Section 5).

Section 2: Accessing the Employees Module

After successfully logging in, you will land on the main Dashboard. Follow the steps below to navigate to the Employees List page.

1.On the left-hand sidebar, locate the Employees menu item.

2.Click on Employees to expand the sub-menu. The expanded menu will display the following items: Employees List, Employee Exit, and Exit Reason.

3.Click on Employees List (highlighted in the screenshot below) to open the Employees List page.

Section 3: Employees List Page

The Employees List page provides a complete overview of all employees in your organisation. At the top of the page, three summary cards display the total headcount and the breakdown of active versus inactive employees. Below the cards, a paginated table lists every employee record with key details and quick actions.

3.1. Summary Cards

The three cards at the top of the page give an instant snapshot of your workforce:

3.2. Employees Table — Columns

The employee directory table contains the following columns. Each column header includes a sort of indicator that lets you sort the list ascending or descending by clicking on it.

Above the table, a Search icon lets you search for an employee by name or email, a Refresh icon reloads the list, and the Items per page dropdown controls how many rows are displayed at once.

Section 4: Adding a New Employee

To onboard a new employee in HR360Hub, you must create their record using the Add New Employee form. Once saved, the system automatically generates the employee's account and emails them a secure link to set their password.

4.1. Clicking the Add Employee Button

1.On the Employees List page, locate the top-right area of the table.

2.Click the + Add Employee button as shown below.

3.The Add New Employee form will open.

4.2. The Add New Employee Form

The Add New Employee form is organised into four logical sections: Basic Information, Employment Details, Payroll Information, and Licence Information. Required fields are marked with a red asterisk (*).

4.2.1 Basic Information

This section captures the employee's personal identity and primary contact details.

⚠️ Important:Always enter the employee's official organisational email in the Email field — not their personal email. The Set Password link, login notifications, and all HR-related system emails are sent only to this address. Using a personal email here will give the employee permanent personal-email-based access to the portal, which is not recommended.

4.2.2 Employment Details

This section captures where the employee fits in the organisation.

4.2.3 Payroll Information

This section sets the employee's compensation parameters used by the Payroll module.

4.2.4 Licence Information

4.3. Saving the Employee

After completing all required fields, save the record to create the employee account.

1.Review every section of the form to ensure all information is accurate.

2.Click the Save Employee button (orange button at the bottom-right of the form) to create the record.

3.If the form is valid, it will close and the new employee will appear as a row in the Employees List.

4.To discard your changes without saving, click the Cancel button instead.

⚠️ Important:If the form cannot be saved, check that all required fields (marked with *) have been completed. Common issues include: a duplicate email or username already in use, missing Department/Grade/Designation selections, or an invalid contact number format.

Once saved, the new employee record appears immediately at the top of the Employees List with a default status of Active:

Section 5: First-Time Password Setup

As soon as the employee record is saved, HR360Hub automatically sends a welcome email to the employee's official email address (the value entered in the Email field of the Add New Employee form). This email contains a secure Set Password link that the new employee must use to create their password and access the portal for the first time.

5.1. The Welcome Email

The welcome email confirms that the account has been created and provides:

⚠️ Important-Link Validity:The Set Password link in the welcome email is valid for 24 hours from the moment the employee account is created. After 24 hours, the link will expire and clicking it will no longer allow the employee to set a password. If the link expires, the administrator will need to manually trigger a new password-set email from the employee's profile.

⚠️ Important-Forgot Password will not work:If the new employee does not click the Set Password link within 24 hours and instead goes straight to the login page and clicks Forgot Password? the password reset will NOT work for them. The Forgot Password flow is only available for accounts that have already completed the initial password setup at least once. New employees must use the Set Password link from their welcome email for their very first password.

5.2. Clicking the Set Password Link

The employee should open the welcome email in their inbox and click the orange Set Password button to begin the password setup process.

5.3. The Set Employee Password Page

Clicking the Set Password link opens the Set Employee Password page in the employee's browser. The page displays two password fields and the live password requirements checklist.

5.3.1 Password Requirements

The new password must satisfy all of the following rules. The page validates each rule live as the employee types and shows a green tick next to each requirement once it is met:

5.3.2 Setting the Password

1.In the New Password field, enter a password that meets all of the requirements listed above. Each requirement turns green as it is satisfied.

2.Re-enter the same password in the Confirm Password field. The page displays Passwords match in green when both values are identical.

3.Once all requirements are green and the passwords match, click the orange Set Password button at the bottom of the page.

5.4. Logging in for the First Time

After the password is successfully set, the employee is redirected to the Welcome to HR360HUB login screen. They can now sign in using their official email address and the password they just created.

💡 Tip:After the first successful login, the employee can use the standard Forgot Password? option on the login screen if they ever need to reset their password in future. Forgot Password works normally once the initial setup has been completed.

Summary:

The following table summarises the end-to-end process covered in this guide: