Add a New Hire - Knowledge Base | BerniePortal

How to Add a New Hire

Use Add Employee on the Employees list to create one new hire in BerniePortal. The form collects login, personal, payroll, subgroup, document, and checklist details, then opens the new hire's profile.

Who this is for

Employers and Onboarding Feature Admins can add a new hire when Onboarding is enabled for the employer.

To add a new hire:
  1. Select Employees in the top navigation.
  2. Select Add Employee.
  3. In the Login section, under Do you have an email address for the new hire?, select Yes or No.
  4. If you selected Yes, enter the address in Email Address and Confirm Email Address. The employee receives login instructions by email.
  5. If you selected No, continue without email fields. After you save, a PDF with login instructions downloads for you to give the employee.
  6. In the Personal Information section, enter First Name and Last Name (required). Optionally enter Preferred Name.
  7. Optionally set Language to English or Spanish.
  8. Optionally assign a Manager: type the manager's name, then select Add next to the matching employee in the search results. The manager must already have an employee account.
  9. Enter Job Title (required).
  10. In the Payroll section, enter Salary and select Pay Frequency (per year or per hour).
  11. Enter Expected Hours per Week (defaults to 40).
  12. Enter Hire Date as MM/DD/YYYY.
  13. Review or change Employee ID. BerniePortal auto-fills the next available ID; you can replace it with an established ID.
  14. Select Employment Status (Full Time or Part Time).
  15. Select Hire Type (W-2, 1099, K-1, or Test).
  16. Select Overtime Exempt (Yes or No) and Overtime Factor (1x, 1.5x, 2x, or 2.5x).
  17. In the Subgroups section, select a subgroup for each dropdown shown. Benefits and Benefits Eligibility are required.
  18. If Benefit Effective Dates appears, review the calculated dates. To change a date for this hire only, select Edit (for this hire only) and enter a New Effective Date.
  19. If you place the employee in a PTO subgroup (other than none), complete PTO Approvers: under Add a New PTO Approver, search in Search employees, then select Add.
  20. If you place the employee in a Time subgroup (other than none), complete Time Approvers the same way under Add a New Time Approver.
  21. In the Documents section, assign onboarding document templates from each dropdown. Select None to leave a category unassigned.
  22. If the Checklist section appears, select an onboarding checklist, or select None.
  23. Select Save & Continue.
After a successful save, BerniePortal opens the new hire's Personal Info profile page. If you selected No for email, the login-instructions PDF also downloads.

Other ways to open the form:

You can also open the same Add Employee form from Quick Actions on the employer Dashboard.

Adding multiple employees:

To add several employees at once from a spreadsheet, use Import employees on the Employees list. See Adding Employees via Census Upload.

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