---
title: "Employee Data Overview – Add Employee"
slug: "employee-data-overview-add-employee"
updated: 2025-09-03T16:27:01Z
published: 2025-09-03T16:27:01Z
canonical: "www.procaresupport.com/employee-data-overview-add-employee"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Employee Data Overview – Add Employee

Employee Data & Payroll – Add Employee covers adding a new employee and maintaining all staff related information including hire dates, schedules, time cards, benefit hours and immunization records.

## Configure Employee Data

Before entering employee information you’ll want to configure at least some of the overall “Data Management” settings that affect all employees like work areas and pay codes. Other items such as tracking categories, employment status and immunization requirements may be set up now or later.

1. Begin by setting up [Departments](/procare-desktop/docs/departments) which are then connected to [Work Areas](/procare-desktop/docs/work-areas) and [Classrooms](/procare-desktop/docs/classrooms).
2. For time keeping purposes, even if you are not doing payroll:
  1. Set up [Pay Codes](/procare-desktop/docs/pay-codes) and [Benefit Codes](/procare-desktop/docs/benefit-codes)
  2. Choose *Pay Periods* and *Overtime* settings in the *Employee Data* section of [Region & School Options](/procare-desktop/docs/region-and-school-options).
3. You may also wish to configure things [Employment Status](/procare-desktop/docs/employment-status-work-history), [Tracking Items](/procare-desktop/docs/tracking-items-global-local) and [Immunizations](/procare-desktop/docs/set-up-immunizations-shot-records-and-requirements).

[Embedded content](https://www.youtube.com/embed/5XAn9qLspyE)

## Employee Information

Once you’ve set up the basic System Configuration settings you’re ready to begin entering employees.

1. Enter a new employee by clicking the *Add Employee* icon (person with a plus sign (+)) on the employee toolbar and include their basic [Person Information](/procare-desktop/docs/person-information) like name, address and phone number. You may even choose to [Add a Photo](/procare-desktop/docs/photo-editor) of them (optional).  

**Hint:** Click the tiny drop down arrow on the *Add* button to either add a [New Person or Existing Person](https://www.procaresupport.com/procare-desktop/docs/configuration-2#what%E2%80%99s-the-difference-between-a-new-and-existing-person). You’d add an existing person if they are a family payer, Procare user, or other person already defined in Procare somewhere else.

![image](https://s3.amazonaws.com/cdn.procaresoftware.com/pdfs/Support+Site+Images/Desktop/Activity+Manager/Employee+Data+Overview+%E2%80%93+Add+Employee_122023_image+1.jpg)

(see the related Video above)

1. Assign a *Primary School* and *Primary Work* Area and link people to each staff member on their [Information & Relationships](/procare-desktop/docs/employee-information-and-relationships) screen.
2. Assign an [Employment Status](/procare-desktop/docs/employment-status-work-history) and [Schedules](/procare-desktop/docs/employee-schedule) to each employee.
3. Use [Employee Tracking](/procare-desktop/docs/assign-tracking-to-child-account-employee-vendor) to help track additional information.
4. [Print Reports](/procare-desktop/docs/employee-data-reports) like employee schedules.  

P.S. Don’t forget to [Backup Your Data](/procare-desktop/docs/backup-restore-database) each day.

[Embedded content](https://www.youtube.com/embed/xej7dVa2A08)

## What else do you want to do?

### Attendance Tracking

1. View or edit an [Employee Time Card](/procare-desktop/docs/employee-time-card).
2. Use [Batch Post Time Card](/procare-desktop/docs/batch-post-employee-time-card-holiday-pay-etc) to record hours (such as a *Holiday*) for everyone at one.
3. Help an employee [Register to Check](/procare-desktop/docs/register-a-pickup-person-or-employee) In and learn [How to Check In](https://www.procaresupport.com/procare-desktop/docs/check-in-station#how-to-check-in).

### Payroll

1. [Choose Payroll Settings and Calculate Checks](/procare-desktop/docs/payroll-overview).
2. [Learn about W2’s](https://www.procaresupport.com/procare-desktop/docs/w2-software#how-to-download-use-procare-w2-software)