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NEW - How to Add an Employee to the System in Cerely

This article explains how to add a new employee in Cerely, including all required and optional setup steps. There are 7 key steps to complete when adding an employee. Only Employee Details and Financial Details are mandatory to create the employee and send an invitation. All other sections can be completed at a later time via the employee profile; however, completing them upfront ensures accurate rostering, compliance, and workforce management

Overview of Employee Setup Steps

When adding an employee, you will work through the following sections:

  1. Employee Details (Mandatory)
  2. Qualifications & Experience (Optional)
  3. Availability (Optional)
  4. Uniform & Equipment (Optional)
  5. Emergency Contacts (Optional)
  6. Financial Details (Mandatory)
  7. Work Eligibility (Optional)

Step 1 - Employee Details (Mandatory) 

1. From the home screen in Cerely, click on the Personnel tab from the top main menu

2. Click on the Add Personnel button from the right hand side menu and click on + Add Employee from the dropdown menu

3. Enter all of the employee’s details , completing all required fields

Employee Details to Complete

Field Description
First Name & Last Name Enter the employee's legal name
Known As Enter a preferred name or nickname (if applicable)
Personnel ID Automatically generated by default. You may manually change this to match an employee’s badge or licence number
Position Select the employee’s position from the dropdown
Phone / Mobile Enter the employee’s contact number
Email Address Enter the employee’s personal email address (used for login and notifications)
Upload Photo Upload a headshot of the employee
Status Remains as Pending until the employee accepts the Cerely invitation issued to them
Permission Select either Standard or Supervisor access level
Rating Optional – Add a performance rating for internal use
Date of Birth Enter the employee’s birth date
State Select the state(s) where the employee is authorised to work
Division Select the division(s) where the employee may be rostered
Start Date Enter the employee’s commencement date
Primary Manager Select the employee’s main supervisor or direct manager
Secondary Manager Optional – Select a backup manager
Address Information Enter the employee’s residential address

4. Click on the Next button 

Step 2 - Qualifications & Experience (Optional) 

Inductions 

Certificates 

Industry Experience 

1. Click on the +Add button 

2. The next screen will default to add the qualification type, Licenses & Functions

3. Enter Licenses & Functions information

Field Description
State of Licence Select the state in which the licence has been issued.
Licence Type Select the licence type from the dropdown menu, or add a new licence type if it is not listed.
Functions Select all applicable functions covered by the licence from the dropdown menu, or add new functions if required.
Licence Number Enter the licence number. This will automatically be validated against the Office of Fair Trading (where applicable).
Expiry Date Enter the licence expiry date.
Enforce Expiry Toggle this on to prevent the employee from being rostered once the licence has expired.
Unrestricted (QLD only) Toggle this on if the employee is authorised to work independently without supervision.
Attachments Upload a copy of the licence for record-keeping and compliance purposes.

4. Click on the submit button 

The Licence will now display in the employee's Qualifications and Experience list

Step 3 - Availability (Optional) 

1. Choose the date range you want to apply availability to

2. For each day:

  • Toggle Available on or off
  • Select All Day or set specific times
  • Apply repeat settings if required
  • Add an end date or leave as ends never 

3. Click Save Availability 

Step 4 - Uniform & Equipment (Optional) 

1. Click on the + Add

2. Enter the uniform or equipment information that has been issued to the employee 

3. Click Save to record issued items 

4. The recorded items issued will now be listed in the employee profile 

Step 5 - Emergency Contacts (Optional) 

1. Click on the +Add button to enter emergency contacts details 

2. Enter the emergency contact details

Include:

  • Contact name
  • Relationship - select from the dropdown menu 
  • Contact number

3. Click on the Save button 

4. The emergency contact record will now be listed on the employee profile 

Step 6 - Financial Details (Mandatory) 

1. Enter the Financial Details into each of the fields required 

Financial Details to Complete

Field Description
Payroll Company Select the entity the employee will be paid by
Industry Choose the relevant industry for award or agreement application
Roster Cycle Select the employee’s roster frequency (e.g., Weekly, Fortnightly)
Classification Choose the appropriate level under the award or agreement
Employment Type Select the employment category (e.g., Full-Time, Part-Time, Casual)
Minimum Hours Enter the minimum hours guaranteed per cycle
Payment Type Select the preferred method of payment (e.g. EFT)
Pay Cycle Choose the payroll processing cycle (e.g. Weekly, Fortnightly)

 

Note: All classification rates, overtime loadings, and allowances will populate automatically based on the selected Industry Award, Classification, and Employment Type.

2. Click on the next button once all information has been completed 

Step 7 - Work Eligibility (Optional) 

1. Select 

 

 

 

Final Step: Send Invitation

Once all of the details are completed:

  • Click Submit to save the employee profile
  • Click Invite to send an activation email to the employee, enabling them to access the Cerely app