How to register an employee

In this article, we will show you how to register a new employee, detailing each essential field to ensure that all data is complete and tailored to your company's needs. With a well-structured registration, you will have stored all the relevant employee registration data for good payroll management, time tracking, and benefits organization, promoting an even more efficient work experience.

Step-by-step guide to registering an employee:

1. Access the employee screen.

In the top menu of the Gestão website, click on "registrations" . Then click on "employee" .

2. Start a new registration

To add a new employee, click on create new employee .

3. Fill in the main fields.

• Name: Enter the employee's full name. For correct AFD export, the name must have a maximum of 25 characters.
• Code: Enter a code to identify the employee, such as their registration number or an internal number used by your company. This field is especially important if there is integration with other systems, as the code must be the same one used in those systems. To transfer time tracking information from one system to another, it is essential that it be the same code registered in the payroll system, ensuring consistency and correct data synchronization.
• PIN for clocking in/out: The PIN must have at least 4 digits and be unique for each employee. We recommend using the employee ID number or CPF digits to facilitate standardization.
• CPF: Enter the employee's CPF number.
• Payroll start date: Define the first day for payroll processing. Example : If the field is filled with "1", the payroll will be calculated from day 1 to day 31.
• Synchronize with REP-P: Enable this option to synchronize with REP-P, which records attendance and generates files such as AFD and the attendance receipt. This setting is essential for employees to be able to register their attendance, following the guidelines of the current MTP Ordinance No. 671/2021.

4. Complete the fields within each section.

The following information needs to be filled in and is located within sections. We will go through each section.

Fields that are required have a * .

4.1. Work data

• Employer: Select the employer to which the employee is affiliated.
• Workplace: Specify the employee's workplace. It is important to ensure that the selected employer is also included in the workplace record, allowing for a correct association between the employer and the workplace.
• Calculation rule: Define the calculation rule that applies to the employee.
• Time bank rule: If the employee uses a time bank, select the time bank rule. The time bank rule must have been previously configured.
• Date of Admission: Please enter the date of hiring.
• Time bank start date: Enter the date on which the employee's time bank should begin (if a time bank rule is selected). If this field is not filled in, the time bank will start from the date of admission.

4.2. Scale

• Schedule: Select the employee's schedule, which must have been previously registered .
• Calendar: First, enter the "start date of the schedule," which will be the first day the employee begins clocking in and out. Once you set the date, the schedule will appear below, and below it there will be a calendar for viewing, starting from the defined start date. The next step is to select, within the schedule, the workday that is above the first day on the calendar.

Practical example:

• 5x2 schedule to an employee who will start their activities on 10/01/2024 (Tuesday) .
• By default, the system automatically selects the first shift of the schedule, which can generate an error in the allocation of shifts on the calendar, because the system assumes that the schedule starts on a Monday.
• Since in this case the start date is a Tuesday, we need to manually adjust the schedule so that the dates are correctly aligned.
• Therefore, we must select the 2nd shift on the schedule, which corresponds to the correct position within the cycle and aligns with the employee's start date.

Note: If the employee does not clock in or out starting from the initial date indicated, an absence or debit will be generated in the time bank, according to the applicable rules. Therefore, it will be necessary to manually fill in the time entries for the days not recorded.

4.3. Time and attendance setup and benefits

In this section, you'll find optional settings for employee time tracking. Some options are recommended for more efficient time management; however, enable only those that meet the specific needs of your company.

• Clock in/out from any workplace: Allows employees to clock in/out at locations other than the one linked to their profile.
• Record time with photo in the app: When clocking in and out through the apps, a photo of the employee is captured and linked to the record.
• Automatically record break times: If you want the employee to only record their arrival and departure times, enable this option. The system will automatically record breaks and returns according to the expected work schedule.
• Does the employee receive meal vouchers? Activate this option if the company provides this benefit. The system will calculate the number of meal vouchers due to the employee for the desired period. Track this information using report R18 .
• Provides transportation allowance: Enable this option if the company provides transportation allowance to the employee. The system will then calculate the amount to be paid in the desired period, with data also accessible in report R18 .

In addition to these, there are other settings that can be configured. If you have any questions, please contact Support.

4.4. Optional fields

Here, you can add supplementary information about the employee. While not required for the system to function, these fields help centralize useful information, making it easier to access more complete data about each employee in one place.

We recommend completing the following fields to ensure that other areas of the system and reports contain complete information:

• Email: Employee's email address. If entered, the corresponding field will be automatically filled in when creating the employee's user .
• RG: General Registry Number (identity card).
• PIS: Social Integration Program Number, mandatory for official records and payroll calculations. Some reports will not be generated correctly if the PIS number is not filled in.
• Job Title: The position or role held by the employee. The job title appears on the timesheet and attendance record.

4.5. Customizable fields and Sheet customizable fields

These sections allow you to create new fields to store specific employee information, according to the company's needs. For example, you can add a field to record the employee's preferred name, among other customized data that assists in management and monitoring.

5. Complete the registration.

After filling in all the fields, click on create employee.

Done! Your employee is now properly registered in the system and ready to clock in and out. With the registration complete, the employee's timesheet will be generated automatically, helping you track their records in a practical and efficient way.

If you need further support, contact our team via WhatsApp . We're ready to help!

Updated on: September 23, 2025