📚 Tutorial 5 of 8

Tutorial 5: Onboard a New Employee End-to-End - CrmLeaf HRMS

🎯 Outcome: New employee payroll-ready with UAN flagged, ESIC registered, documents collected, and ESS activated

7 steps28–40 minCrmLeaf HRMS Admin
✓ Your progress0/7 steps complete
1

Create the employee profile from the offer

▶ Action

Add the new employee’s record in CrmLeaf with joining confirmation details.

Why this matters: The employee profile is the master record for payroll, compliance, ESS, and reporting. Creating it on or before the joining date ensures the 30-day UAN generation window and 10-day ESIC registration window start counting from the correct date.
  1. Go to HRMS › Employees › + New Employee
  2. Personal: full name, date of birth, gender, PAN number, personal email, mobile
  3. Employment: department, designation, date of joining (exact joining date — critical for compliance windows), employee type (permanent/contract/probation), reporting manager
  4. Click Save (partial profile — payroll details added in next step)
Employee Profile › [Joining date: May 1, 2025 | UAN window: 30 days → May 31 | ESIC window: 10 days → May 11]
✓
Done when: Employee profile created with joining date. The compliance dashboard shows 30-day UAN window and 10-day ESIC window starting from the joining date.
2

Add payroll and bank details

▶ Action

Configure the employee’s salary structure, CTC, and bank account for payroll.

Why this matters: Payroll configuration must be complete before the employee’s first payroll run. The salary structure, CTC, bank account, and PF wage preferences are required for correct salary computation and disbursement.
  1. Open the employee profile › Payroll tab
  2. Assign salary structure (select from pre-configured structures)
  3. Set CTC (annual) or gross monthly salary
  4. CrmLeaf auto-calculates component amounts from the structure percentage
  5. PF preference: full Basic+DA or capped at ₹15,000
  6. Bank: account number, IFSC, bank name (required for salary disbursement)
  7. Save payroll details
Employee Payroll › Salary Structure: Standard Staff ✓ | CTC: ₹6,50,000 | Bank: HDFC ****1234 ✓
✓
Done when: Payroll tab shows salary structure, CTC, and bank account saved. Employee appears in the next payroll run’s eligible employee list.
3

Generate UAN and register for PF

▶ Action

Create a Universal Account Number for the new employee within 30 days of joining.

Why this matters: The UAN is the employee’s unique EPFO identifier and must be generated within 30 days of joining under EPFO guidelines. If the employee has a previous UAN from a former employer, that existing UAN is used — a new one is not generated.
  1. Open employee profile › PF/ESIC tab
  2. If employee has a previous UAN: enter it directly, verify via EPFO KYC
  3. If new to employment: click Generate UAN
  4. CrmLeaf prepares the UAN registration form — verify employee details (name, DOB, Aadhaar or PAN for KYC)
  5. Submit on EPFO Unified Portal or mark as “Pending UAN Generation” with the 30-day deadline visible
  6. Once UAN is generated, enter it in the employee profile
PF/ESIC › UAN: 100XXXXXXXX ✓ | KYC: Aadhaar linked | PF Registration: Complete
✓
Done when: UAN number entered and saved in employee profile. EPFO KYC status shows Pending or Verified. 30-day compliance window shows as met.
4

Register for ESIC within 10 days

▶ Action

Submit the employee’s IP (Insured Person) number registration on the ESIC portal if ESIC-applicable.

Why this matters: ESIC registration must be completed within 10 days of the employee joining, for employees earning ₹21,000/month or less. Registration gives the employee access to ESIC medical benefits from day one of employment.
  1. Check ESIC applicability: is the employee’s gross salary ≤ ₹21,000/month?
  2. If yes: go to ESIC portal › Employer Login › Add Employee
  3. Enter employee details (name, date of joining, salary)
  4. ESIC portal generates an IP number for the employee
  5. Enter the IP number in CrmLeaf employee profile › PF/ESIC tab
  6. CrmLeaf now calculates ESIC for this employee from the joining month
PF/ESIC › ESIC: Applicable | IP No: XXXXXXXXXX ✓ | Registration: May 8, 2025 (within 10 days)
✓
Done when: ESIC IP number entered in CrmLeaf. ESIC applicability shows as Active for this employee. 10-day registration window shows as met.
5

Collect joining documents

▶ Action

Request and store mandatory joining documents in the employee profile.

Why this matters: Joining documents serve compliance, background verification, and audit purposes. Key documents: offer letter (signed), employment contract, educational certificates, previous employment proof, address proof, PAN card, Aadhaar, Form 12BB (IT declaration).
  1. Go to employee profile › Documents tab
  2. Upload mandatory documents: PAN card copy, Aadhaar copy, signed offer letter, educational certificates, previous employer relieving letter (if applicable)
  3. For ESIC: family photo and declaration form if employee wants family ESIC coverage
  4. Assign document checklist and mark each document as Received
Documents › PAN ✓ | Aadhaar ✓ | Signed Offer ✓ | Relieving letter ✓ | BGV: Pending (if applicable)
✓
Done when: Document checklist shows all mandatory documents as Received. Any missing documents are flagged as pending in the employee’s onboarding checklist.
6

Request IT declaration (Form 12BB)

▶ Action

Ask the employee to submit their tax regime choice and investment declarations through ESS.

Why this matters: The IT declaration determines TDS computation for the financial year. Employees choosing the old regime must declare their investments (80C, HRA, LTA, insurance) for exemptions to be applied. Without a declaration, CrmLeaf computes TDS under the new regime by default.
  1. Go to employee profile › Actions › Request IT Declaration
  2. CrmLeaf sends the employee an ESS notification to submit their declaration
  3. Employee logs into ESS portal, selects old or new regime, enters investments (if old regime)
  4. HR reviews and approves the declaration
  5. TDS is recalculated for the rest of the financial year based on the declaration
IT Declaration › Status: Approved ✓ | Regime: New | Annual TDS: ₹18,500 | Monthly TDS: ₹1,542
✓
Done when: IT declaration status shows as Submitted and Approved. TDS is now computed based on the employee’s declared regime and investments.
7

Activate ESS and send welcome

▶ Action

Send the employee their ESS portal credentials.

Why this matters: ESS activation from day one means the employee can access their payslip, leave balance, and submit expenses from the moment they join. It also reduces HR helpdesk queries about routine information.
  1. Go to employee profile › Actions › Invite to ESS
  2. Confirm employee email
  3. Click Send Invite
  4. Employee receives a welcome email with login link and temporary password
  5. Employee logs in within 24 hours (send a reminder if not)
ESS Status: Active ✓ | Welcome email: Sent May 1, 2025 | Login: Confirmed
✓
Done when: ESS invite sent. Employee profile shows ESS status: Active. Employee can now access their payslips, leave balance, and document portal.

✓ Tutorial 5 complete!

You have completed this tutorial. Your next step: Tutorial 6: Set up OKR cycle and track performance

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