This is a sequence, not a reference — for the full detail behind any single step, follow the link to that step's own manual. Steps 1 and 2 below are hard requirements enforced by the system itself (you genuinely cannot skip them); everything after that is a strong recommendation for order, not an enforced rule.
Reusing an existing record for someone who's worked with Treantly before? Search for them from the Add Employee flow instead of creating a duplicate — see the Employee Management Manual's "Reusing an existing record." That skips straight to step 3 below, since Basic Info and Job Details already exist.
Basic Information + Job Details — Employee ID, name, contact info, Client/Role/Job Code (via Search client & job), Date Hired. Saving takes you straight into Edit mode on the same record, not back to the list — that's deliberate, since Work Schedule (next) needs a real employee ID to attach to. See the Employee Management Manual, Sections 2–3.
Either a fixed Mon–Fri (or whatever days actually apply) day-by-day grid with start/end times, or — if the hours genuinely vary and won't settle into a fixed shift — the No Fixed Schedule toggle instead, with a note and (optional) Agreed Hours. The record can't be saved at all until one of these is filled in — this is the one step you truly cannot skip or come back to later. See the Employee Management Manual, Section 4.
VA Rate (what they're paid) and Client Rate (what the client is billed), each with its own currency and frequency. Set Effective Date to the real date this rate starts — usually Date Hired for a brand-new employee — since this is what payroll uses if their first period needs a mid-period split. See the Salary Effective Date Guide for why this field matters, and the Employee Management Manual, Section 5, for the rest of the Salary fields.
Batch Number, Account Type (Individual/Family), premium and dependent-deduction figures. Skip entirely if this employee isn't HMO-eligible yet (e.g. still on probation) — it can be added later once they are. Full field reference and the auto-generated payment schedule: Employee Management Manual Section 6 and the Payroll Processing Manual, Section 4.
Uncommon this early, but if there's a signing bonus structured as a loan or similar, set it up here: principal, per-term deduction amount, and terms. Otherwise skip — this is far more commonly added later in someone's employment. See Employee Management Manual, Section 6.
Set Grant Mode (manual one-time grants vs. automatic accrual) and the starting balance. See the PTO & Leave Management Manual for the full Grant Mode explanation and how the two modes behave differently.
Client-side approvers who'll review this employee's submitted timesheets in the Partner Portal, no cap on how many. Without at least one assigned, timesheets still auto-approve after 5 days with no one actively reviewing them first — see the Partner Portal Manual. Employee Management Manual, Section 7.
Once the record is fully set up, confirm the employee can actually get in and submit work:
Everything above can technically be edited again later if something was missed — nothing here is one-way except Employee ID. But catching gaps now, before the first payroll period closes, avoids a mid-period correction (see the Salary Effective Date Guide for what that involves if a rate was involved).