On this page & nearby
Part 2 of 5
Your organisation — add your people & data
Your settings are ready, so now you create the real records they apply to: cost centres, your employees, the roles they get, and each person's salary.
13
Set up cost centres & projects
The "buckets" you track spending and effort against — a team, a project, or a client.
Operations › Projects › Cost Centers
- Open Operations › Projects › Cost Centers and click New Cost Center.
- Enter a Code and Name (e.g. "CC-001" / "Marketing"). Department, parent and description are optional. Click Create.
- Running projects too? Add them under Projects › All Projects with New Project.
💡Why before people? Once cost centres exist you can tag employees to them when you add them, and they're used to route expense and payroll approvals to the right Finance Manager. Once they exist, name each cost centre's Finance Manager on Settings › Responsibilities (Step 5).
⏭️Skip if you don't need cost tracking yet — you can add these anytime.
14
Add your people
Bring your team in one at a time. Each person gets an email inviting them to sign in.
HR › Employees › All Employees
- Open HR › Employees › All Employees and click Add Employee.
- Under Basic Information, fill the must-haves: First Name, Last Name, Official Email, Employment Type and Date of Joining. Add a Probation End Date if they're on probation. Fill in Notice Period Days too — without it, the person can't hand in their resignation in the app later.
- Under professional details, pick the Work Location and Shift — both are required. Add their Department, Designation, Reporting Manager and Cost Center too. Only shifts that fit their department and location are offered.
- Personal, address, bank and education details are optional now — they can be added later. Click Create Employee.
📧The official email is their invite. They get a link to set a password, valid for 7 days. Missed it? They can use Forgot password on the sign-in page. The employee ID is created automatically in the format from Step 6.
🧭Set a reporting manager for everyone except the very top. Leave, expense and payroll approvals go to that manager first — without one, many requests are refused with a note saying so.
💡The profile's reporting manager is the one that counts. Only the Reporting Manager on the person's profile lets a manager see their records, approve their requests and get their notifications. Extra lines you add on the Hierarchy page (project, functional and so on) show on the org chart only and give no access.
🛡️Who can change what later — only company-wide HR (an HR Admin or the owner) can change someone's Email (the official email they sign in with) — except the owner's own email, which only the owner changes, and the email of someone with wider access than yours (such as a Tenant Admin). If anyone else tries, the change is refused with a message saying why. Someone with a narrower role, such as an HR Manager, can't change the status, department or reporting manager of a peer or someone more senior; can pick as reporting manager only someone they already manage (never themselves); and can move people only into departments they look after. When an exit completes, that person's access ends.
15
Adding a whole team at once
Got dozens of people? Bring them all in from a spreadsheet.
Operations › Bulk Import
- Open Operations › Bulk Import and choose Employees under Select Import Type.
- Click Download Template and fill one row per person. The last column is the person's shift code (from Step 7) — it's required. Leave the employee ID out; it's created for you.
- Drop the file in, tick Validate only (don't import) and click Validate File. Fix any rows it flags.
- Untick it and click Upload & Import. An employee import can't be undone, so always run Validate only first and check the rows it reports.
🔑Sign-in for imported people — send each person their invite from Access & Roles (Step 16): pick them and click Provision login & send invite.
📥The same screen imports more — departments, designations, cost centres, bank details, PF & ESI details, holidays, salary structures, and Leave Balance Adjustments to bring in leave balances people already had before switching to Verdeshell.
16
Give your people their roles
Now that people exist, decide who approves, who runs payroll, who manages HR — then name the approvers on Settings › Responsibilities (Step 5).
System › Access & Roles
- Open System › Access & Roles and pick a person from Users. If it says No login linked, click Provision login & send invite first.
- Click Add role and choose one. Common picks: HR Admin or HR Manager for HR, Manager for team leads, Finance Approver or Payroll Admin for whoever handles pay.
- Then go back and name the approvers on Settings › Responsibilities (Step 5): the Finance Head and CFO, each department's Department Head, HR Manager and Finance Manager, and each cost centre's Finance Manager. Expense claims and payroll inputs both use this one list.
💡Plan for "four eyes" on payroll. The person who processes a payroll run can't approve or release it — so give payroll rights to at least two people.
🧩Roles are fixed — you can't create new roles or change what one allows. A person can hold more than one role and gets everything all of them allow, so give the smallest role that covers the work. An HR Manager sees their own department only, unless the owner lets them look after more on Settings › Responsibilities.
🛡️You can't give a role you don't hold yourself, and only the owner can give the top seats (Owner, CEO, CXO, Board). If a manager says "I can't approve this", a missing role is the usual cause — fix it here.
17
Assign each person a salary
Build a salary template once, then give one to each employee.
Payroll › Payroll › Salary
1. The pieces
The Components tab lists the parts of a salary — Basic, HRA, allowances. Use Add Component for any extra ones.
Salary › Components
2. A template
On Structures, click Create Structure. Add the standard lines (Basic, HRA, Special Allowance) does most of it in one click. PF and ESI are added automatically — don't add them as lines.
Salary › Structures
3. Each person
Click Assign Salary, pick the employee and Salary Structure, enter the Annual CTC and Effective From, review, then Confirm & Assign. You can also do this from the Salary tab on their profile.
Salary › Structures › Assign Salary
💡Payroll won't run without this — anyone in the run with no salary assigned stops processing until it's fixed. Later pay changes go through Revisions, not a new assignment.
⏭️Skip if you handle payroll outside Verdeshell.