Who it’s for: Administrators
Platform: Sense HR
Available on: All plans
Before you begin
Make sure you:
☑️ Have administrator access to Sense HR
☑️ Have the person’s basic personal and job details
☑️ Know which Profile template should be assigned to them
💡 Elite and Enterprise Tip: Administrators can create and manage additional Profile templates using Screen Designer. Profile templates determine which screens are available in a person’s profile.
🖊️ Elite and Enterprise Note: Choose the Profile template carefully
A person’s Profile template cannot currently be changed after it has been assigned.
Overview
Adding a person creates their profile in Sense HR.
You can add employees, future starters, contractors, volunteers, or other people whose HR information you need to manage.
Creating a profile does not automatically give the person access to Sense HR or Sense Mobile. After creating their profile, you can decide whether they need login access and which login method to use.
You should also set up their personal Planner settings so their working hours, public holidays and entitlement are correct.
Navigation path
Sense HR > People > Add
Add a new person
1. Open People
From the Sense HR Dashboard, click People in the main navigation.
Click Add in the upper-right corner.
2. Select a Profile template
Select the Profile template you want to use for the person, then click Next.
The Profile template determines which screens are available in their profile.
All organisations have the standard Employee Profile template. On Elite and Enterprise plans, your organisation may also have additional Profile templates created in Screen Designer for different types of workers.
🖊️ Important note: You cannot currently change the Profile template after it has been assigned to the person.
3. Enter their Personal details
Enter the required Personal details and any optional information you want to add.
An Email address is required to create the profile. You can update this later from the person’s Personal details screen.
💡 Tip: If the person will need login access
Before sending a login invitation, make sure the Email address on their profile is the address they should use to register and log in to Sense HR. The registration invitation is sent to this address.
For example, if your organisation uses company email addresses for Sense HR access, make sure their company email address has been added before sending the invitation.
Click Next when you’re ready to continue.
4. Enter their Job details
Enter the required Job details and any optional information you want to add.
Where applicable, select their Line manager.
💡 Tip: Assigning the correct Line manager establishes the person’s reporting relationship and allows approval processes to route to their manager. If no Line manager is assigned, approvals that rely on the management hierarchy default to an Administrator.
Click Done when you’ve finished.
5. Finish adding the profile
A confirmation appears when the profile has been successfully added.
Click Go to profile to open the new profile, or Close to return to the People list without opening it.
✅ The person now has a profile in Sense HR.
Next steps
Once you’ve added the person:
Set up their Planner settings, including working hours, public holidays and entitlement. See People: Set up planner settings for a new employee (Admin).
If they need to use Sense HR themselves, choose the appropriate web, mobile, or combined login method. See Sense Mobile: Choose the right login method and Admin: Sending login invites.
🖊️ Note: Mobile-only onboarding, which allows a person to use Sense Mobile without registering for the Sense HR web app, is available through Sense Automate on Elite and Enterprise plans. For Team and Professional plans, contact Sense Support.
FAQs
Click for answers to frequently asked questions
Click for answers to frequently asked questions
Q: Does adding someone to Sense HR automatically give them login access?
A: No. Adding someone to Sense HR creates their profile but does not automatically give them login access. This allows you to maintain profiles for people who do not need to use Sense HR themselves.
If the person does need access, you can invite them after their profile has been created.
Q: Can I add a future starter before their employment start date?
A: Yes. You can add a future starter to Sense HR before their employment start date. Enter their future Start date when creating their profile, then configure their Planner settings so their working hours and entitlement can apply from the appropriate date.
Q: Can I change someone’s Profile template after I add them?
A: No. You cannot currently change someone’s Profile template after it has been assigned. Profile templates determine which screens are available for that person’s profile, so choose the appropriate template when adding them.
Q: Can I create a different Profile template for contractors, volunteers, or other worker types?
A: On Elite and Enterprise plans, you can create different Profile templates for contractors, volunteers, or other worker types using Settings > Screen designer > Profile templates.
Profile templates allow you to give different workforce groups an appropriate set of profile screens.
Q: Do I need to give everyone I add to Sense HR a login?
A: No. You do not need to give everyone you add to Sense HR a login. A person can remain as an administrator- or manager-managed profile if they do not need to access Sense HR themselves.
Q: What happens if I don’t assign a Line manager when adding someone?
A: If you don’t assign a Line manager when adding someone, approval processes that rely on the person’s management hierarchy will default to an Administrator.
You can add or update their Line manager later from their Job details screen.
Q: Can someone use Sense Mobile without registering for Sense HR first?
A: Yes. Someone can use Sense Mobile without registering for Sense HR where mobile-only onboarding is used.
Mobile-only onboarding is available through Sense Automate on Elite and Enterprise plans. For Team and Professional plans, contact Sense Support.
Q: Which email address should I use when adding someone to Sense HR?
A: When adding someone to Sense HR, an Email address is required, but you can change it later from the person’s Personal details screen.
If the person will be invited to use Sense HR, make sure their Email address is correct before you send the login invitation. This is the address their registration invitation is sent to and the email address they will use to log in.
You can use a personal or company email address, depending on how your organisation manages Sense HR access.
If you change the person’s Email address after they have registered, their registration will need to be set up again for the new email address.