Before codes can be automatically generated, you need to enable the feature in your People Controls settings and configure your code format.

1. On the main menu, click Settings.
2. On the submenu, click People Controls.
3. For employees: Locate Auto-generate employee codes and toggle it ON.
4. For contractors: Locate Auto-generate independent contractor codes and toggle it ON.

Configure prefix (optional)

• Find the code prefix field (e.g., "Employee code prefix").
• Enter an optional prefix like EMP- or IC-. This will appear at the start of all auto-generated codes.
• Prefixes can only contain letters, hyphens, and underscores, with a maximum of 6 characters.

Configure starting number (required)

• Find the starting number field (e.g., "Employee starting number").
• Enter the number where you want auto-generation to begin (e.g., 0501).

Click Save at the bottom of the page.

Adding an employee via quick add

1. On the main menu, click Employees.
2. Click Add employee and select Quick Add.
3. Complete the required fields.
4. Locate the Employee code field. Ensure Auto-generate is selected.
5. Click Save.

Adding an employee via onboarding

1. On the main menu, click Employees.
2. Click Add employee and select Onboard.
3. Progress to the Employment Details section.
4. Leave Auto-generate selected and complete onboarding.

Adding a contractor

1. On the main menu, click Independent Contractors.
2. Click Add Independent Contractor (Quick Add or Onboard).
3. Leave Auto-generate selected and click Create or complete onboarding.

After creation, you can view the code in the profile. In Canada, this code automatically syncs as the External ID in your integrated payroll module.

• Viewing an employee code: Navigate to the profile, click Employment records, and select the Employment details tab.
• Viewing a contractor code: Navigate to the profile and click the Job Details tab.

Viewing code changes

• For employees: Profile Employment records Employment details Audit Trail section. Look for "Create – Employment Details".
• For contractors: Reports section Audit Trail Report. Look for "Job Details".

What you'll see in the audit trail:

• Employee/Contractor Code Type: Shows "Auto-generate" or "Custom code."
• Employee/Contractor Code: Shows the actual code assigned.

Manual edits do not affect future auto-generation.

1. Navigate to the profile (Employment details tab for employees; Job Details for contractors).
2. Click Edit, update the code field, and click Save.

Logic: If you manually change a code from EMP-0003 to EMP-0007, the next auto-generated code will still be EMP-0004.

Duplicate code warning

If you enter an existing code, a warning appears: "This code is already in use. This warning will not prevent you from progressing."

Disable automatic generation

1. Go to Settings People Controls.
2. Toggle the auto-generate settings to OFF and click Save.

• Terminations and Rehires: Terminated staff automatically retain their original code upon rehire. You can manually edit this if a new code is required.
• Deletions: When a record is deleted, the code is cleared. The system does not reuse deleted codes (e.g., if you delete EMP-0002, the next code is still EMP-0004).
• CSV Imports: No. Automatic generation does not apply to CSV imports. You must include codes in your CSV file.
• Editing Existing Profiles: Auto-generation only occurs during initial creation. Existing profiles must be updated manually.