Whenever an organization requires manpower, the organization prioritizes the employees who are already associated with them, such as contract employees or interns. If suitable, the contract employees can be converted into regular employees. To add the contract employee as a regular one, first, we must process and settle the full and final settlement of the contract employee. Post-settlement, you must add the settled employee as a new employee.

Add a settled contract employee as a new employee

To add a settled employee as a new employee, from your greytHR Admin portal, select Add Employee from the NAVOS search bar.

Alternatively, you can add a new employee from the Analytics Hub page by clicking the Add Employee option.

Under Step 1: Basic Information section, enter the basic details of the employee, such as Employee Number Series, Employee No, Reporting Manager, Date Of Joining, and Emergency Contact Number. We recommend you fill in as many details as possible.
Select Allow the employee to fill in their information check box to allow the employee to fill in their information during onboarding.
Click Employee Onboarding Policy. The link redirects you to the Employee Information Settings page. The page enables you to make changes to the employee onboarding form.
Click Next. Step 2: Employee Position form opens.
Enter the employee details such as Designation, Department, Grade, Location, and Attendance Scheme.
Click Next. Step 3: PF, ESI & LWF form opens.
Enter employee details such as PAN Number, PF Number, and UAN Number.
Select an appropriate PF Excess Contribution option.
Click Next. Step 4: Payment Mode form opens.
From the Payment Type dropdown list, select the mode of payment.
Note: If you select the option Bank Transfer/Demand Draft, you must enter the additional details such as Bank Name, Bank Branch, DD Payable At, and Account Number.
Click Finish to complete the process of adding a new employee. A page appears and displays the summary of details of the new employee.

Frequently Asked Questions

When should admins convert a contract employee to a regular employee?

Admins can convert a contract employee when:

The organization has a manpower requirement.
The contract employee is suitable for a permanent role.
Management approves the conversion.

What must admins do before adding a contract employee as a regular employee?

Before conversion admins must:

Complete the Full & Final (F&F) settlement of the contract employee.
Ensure the employee is marked as settled.

Only after settlement admins should add them as a new employee.

Why should admins add a contract employee as a new employee?

After settlement, the contract employment cycle ends. To begin regular employment, admins must create a new employee record.

How can an admin add a settled employee as a new employee?

To add a settled employee as a new employee, from your greytHR Admin portal, select Add Employee from the NAVOS search bar.

Under Step 1: Basic Information section, enter the basic details of the employee, such as Employee Number Series, Employee No, Reporting Manager, Date Of Joining, and Emergency Contact Number. We recommend you fill in as many details as possible.
Select Allow the employee to fill in their information check box to allow the employee to fill in their information during onboarding.
Click Employee Onboarding Policy. The link redirects you to the Employee Information Settings page. The page enables you to make changes to the employee onboarding form.
Under Step 2: Employee Position, enter the employee details such as Designation, Department, Grade, Location, and Attendance Scheme.
Under Step 3: PF, ESI & LWF, enter employee details such as PAN Number, PF Number, and UAN Number.
Under Step 4: Payment Mode, select the mode of payment.
Note: If you select the option Bank Transfer/Demand Draft, you must enter the additional details such as Bank Name, Bank Branch, DD Payable At, and Account Number.
Click Finish to complete the process of adding a new employee. A page appears and displays the summary of details of the new employee.

Other related links:

Was this article helpful?

More resources:

▶ Video - Watch our how-to videos to learn more about greytHR.

❓ FAQs - Solve your queries using FAQs.

📢 Product Update - Read about the product updates.