New employee


Here you create the new employees’ information such as hourly rates and normal working time. They are used to calculate the employee’s time registrations correctly in projects and reports.


All fields marked with * are mandatory and must be filled in, before you can click Save.

You need to go through four information groups:

  1. Personal information
  2. Organisational information
  3. Work time and salary information
  4. Licence and rights information

Personal information:

Here you enter or select:

  • First name(s) and Last name of your new employee in the respective fields
  • User name, which is used when logging into TimeLog. We recommend that you use initials, so it is faster for your employees to log in
  • Initials, which are used for employee selection and views in reports in TimeLog
  • Job title, this is not mandatory
  • The employee’s e-mail, which is used to send the activation e-mail and notifications from TimeLog. The activation mail is valid for 24 hours

You may use the Comments field for additional personal information.

Organisational information:

Here you enter or select:

  • Department, which must be the department the employee is linked to, and thereby shown in the reporting
  • Legal entity, which must be the entity the employee is linked to, and thereby shown in the reporting (only available with Multiple Legal Entities)
  • Manager, which must be the manager, who should approve the employee’s time registrations and expenses
  • Employee ID, if it is activated in the system administration. Often used when creating reports through our APIs and for our salary integrations
  • Employee type, which is used to limit the search in several reports
  • Date of employment, which is important as the flex calculation for the employee starts on this date. You cannot track time on a date that lies before your date of employment
  • Date of resignation, if it is already known, e.g. fixed term employment relationships. The flex calculation ends after this date, but the employee is still able to log in. Mark Deactivate automatically on resignation date, if you want to close down the access to the system on the resignation date. Otherwise this needs to be done manually on the employee card
  • Default hourly rate for customers, which is the selected default price for the employee, and it will be suggested when allocating him/her to project tasks. It can always be changed both on the single project and the employee card, if you want a different default hourly rate suggestion for the employee
  • Internal cost, which is used to calculate the cost on time & material and is shown in e.g. project totals and reports. Each employee can only be assigned one internal cost
  • OIO ID, which is shown, if OIOXML (e-invoicing) is activated in the System administration.

Work time and salary information:

Here you enter or select:

  • Public holiday calendar, which is used in the employee’s timesheet and in the resource planning
  • Allowance legislation, which is used when entered travel expenses, if it is activated in the system administration
  • Normal working time, which forms the basis of the employee’s flex calculation
  • Salary code group, if it is activated in the system administration. Here you select which salary codes the employee should see in the timesheet.
  • Pay period determines which pay period the employee should belong to, e.g. per month or every 14 days. You need to enable Advanced salary time administration in the system administration to be able to select a different pay period on the employee cards and in reports that filter on pay period

Licence and rights:

Here you enter or select:

  • Access to extensions, e.g. TimeLog Tracker for Outlook , if you have bought this module
  • Roles, where you select which roles the employee should have in the system. This determines which functionalities the employee has access to. If you do not select any roles, the employee will not be able to use the system
  • Activate, where you enter when the employee should be activated, now, manually later or on a specific date. When the user is activated (regardless if you do it now, manually later or automatically on a given date), (s)he will automatically receive an activation e-mail to TimeLog. The activation mail is valid for 24 hours

Click the Save button to create your new employee.

You can always change the settings for an employee by opening the Edit employee page.

Special remarks

When the employee is created, (s)he can enter the personal contact information on their personal profile, and then the information will be available on the employee card.

Please note that you may not see all of the above mentioned information. It depends on your version of TimeLog and your add on modules, and thereby which functionality and processes you have access to.

You are always welcome to contact, if you have questions to your subscription.


Last updated 07 Jun 2023