# Add employees and keep staff records

> Add your team one by one or from Excel, give each a login, and keep their job details, documents and photo on one record.

Source: https://pathshala.mjxtechnologies.com/docs/people/employees/

**People** is the list of everybody who works here and signs in — your team, your managers, your accountant. In Pathshala, each person gets their own login, and what they can do follows from the role you give them.

> [!PATH] Apps › MJX People › People

![People screen with the + Add button marked](media/people/employees-1.jpg "Apps › MJX People › People › + Add")

![Add a person window — Name, Mobile number, Email and What they may do (marked), then Add and make a password](media/people/employees-2.jpg "People › + Add")

(On a school's menu the row is also called **People**. In the HR portal it is **People › People**.)

## How to add one person

1. Press [[+ Add]].
2. Fill in **Name** (for example *Sunita Sharma*), **Mobile number** (pick the country code if it is not Indian — they sign in with it; one number, one login) and **Email (optional)**.
3. Choose **What they may do**: Owner, Admin or Staff.
4. Press [[Add and make a password]].
5. A box says **Write this down now**. Press [[Copy password]] or [[Copy the whole message]] and paste it into WhatsApp for them, then [[Done]].

> [!IMPORTANT]
> The password is shown once and is not stored anywhere we can read. The person is asked to change it the first time they sign in.

## How to import people from Excel

> [!PATH] Apps › MJX People › People › Import from Excel

![Import people from Excel screen with Download the template (1) and Check the file (2) marked](media/people/employees-3.jpg "People › Import from Excel")

1. Press **Download the template**, or use your own sheet with these headings in the first row.
2. Fill one row per person. **Name** and **Mobile** are required.
3. Press [[Check the file]]. The screen shows **will be added**, **already here** and **need fixing**.
4. Press [[Add people]].
5. Open **See everybody on People →**.

| Column | Notes |
|---|---|
| Name, Mobile | Required |
| Email, Role, Staff ID, Designation, Department | Optional |
| Joined on, Date of birth | Dates as DD-MM-YYYY |
| Gender | Optional |
| Basic, DA, HRA, Conveyance, Special allowance, Other allowance, Salary from | Monthly rupees, used by MJX Payroll. Basic and DA count as the PF wage. |

> [!NOTE]
> No passwords to hand out. Each imported person signs in with their mobile number and **Sign in with a code**. Nobody is messaged until they ask for a code. Leave PF, ESI, PT and TDS out — MJX Payroll works them out.

Rows that need fixing are left out. Fix them in the sheet and import it again — people already added are skipped.

## What is on a person's record?

Open anyone on the list to see their own page (`/staff/<id>`), with links to their **Salary**, **Leave** and **This month** on the register (**Open the staff register →**). The buttons on each person:

| Button | What it does |
|---|---|
| [[Details]] | Their record, in four groups — **The job**: Staff ID, Designation, Qualification, Joined on, Left on, Years of experience · **The person**: Date of birth, Gender, Blood group, Address · **In an emergency**: Who to ring, Their number · **Notes**. Every box is optional. Documents are added here too. |
| [[Departments]] | What they work on. It does not change what they may do. |
| [[What they may do]] | Their role and any jobs (see [Roles and managers](people/roles-and-managers)) |
| [[Reset password]] | Makes a new password, shown once |
| **Switch off** / **Switch on** | Stops or restores their login |

### Documents

In **Details**, choose a file, type **What to call it (optional)** and press [[Add document]]. Files are kept until somebody here deletes them — [[Delete]] removes the file from the server too. The person can download their own documents from **Your name (top right) › My profile › My documents**.

### Photo

A photo can be added to the record (up to 5 MB).

### Hired through MJX Hire

Somebody hired in MJX Hire shows **Hired through Recruitment**, with **Open in Recruitment** and a list of **Checked documents (kept encrypted in Recruitment)**. See [DigiLocker documents](people/digilocker-kyc).

## Who can use People?

| Who | What they can do |
|---|---|
| Owner | Everything, including adding owners and admins |
| Admin | Add and manage staff; cannot add or change an owner or another admin |
| A job that can see People | See who works here, but not add, change or reset passwords |
| Staff | Does not see People; sees their own record on My HR |

People itself comes with every plan — logins are how the product works. Leave, letters and the rest are MJX HR.

> [!TIP]
> Add **Joined on** for everybody. Letters, work anniversaries on the HR home and part-year leave all need it. The **Set up HR** card tells you how many people are missing it.

## Questions people ask

### Can I delete someone who has left?

No. Nobody is ever deleted. Somebody who has left is switched off — they cannot sign in, and every record they touched still says who did it.

### How many people can I import at once?

Up to 500 rows per Excel file. People already on your list are skipped, not changed.

### Can I keep a copy of an employee's Aadhaar card on People?

No. Aadhaar and government photo-ID cannot be kept in People's documents yet. A candidate hired through MJX Hire can share these through DigiLocker instead.

### How does a new person sign in?

With their mobile number — one number, one login. They use the password shown once when you add them, or **Sign in with a code** on WhatsApp.

### Who can add people?

The owner and admins, and anyone whose job includes adding people. Only an owner can add or change an owner or another admin.