Creating an Employee File

Background information

The employee file is the main component of the Lucca platform. This is where you will be able to enter all the details (contract start date, roles for each solution, work cycle, bank details, etc.) for each employee. Without this file, the employee will not be able to access the platform or use the solutions.

Adding a new employee

You must follow the steps described below very carefully. To create a file, go to the ‘Co-workers’ menu, and then the ‘HR file’ menu (if you have purchased the Poplee Core HR solution) or ‘User files’.


At the bottom right, a "Create a new employee" button opens a new pop-up to create a new record:

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Until now, the process of creating a new user record did not follow any particular logic, it was only a list of fields to fill in. It has been completely redesigned. More fluid, the process is now broken down into several steps. Each step corresponds to a category of data, so it is easier to go from personal data to the creation of a contract.

First, the administrator fills in the new employee's personal details (first name, last name, professional email and possibly personal email). Then, he selects the associated establishment in a drop-down list. Finally, he chooses a contract from the list of his templates.


After entering the contract start date and the end of the trial period, the administrator chooses the PSA from a drop-down list. Finally, he fills in an end date of the contract (the field is not mandatory for a permanent contract).

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After the personal details, the establishment and the contract, the administrator can now fill in the fields dedicated to the position of the new employee: the job title, the qualification, the associated department and the manager. The administrator can check the box "The employee is his own manager" if necessary.

It only remains the application data, necessary for the proper functioning of Lucca applications, which will not appear in the public HR file. There you will find the Lucca login, a box to check if you need to create the employee's Lucca account (we are referring here to his login IDs, a first connection email will be sent to the new employee), the main role to be selected in a drop-down list and the secondary roles.

All fields marked with an asterisk are mandatory. You will not be able to add the employee without filling in these fields.

Notify the employee by email

Once all the fields are completed, you will then have the option to inform the employee that their file has been created and provide them with their login name.

Below is an example of the email that the employee in question would receive. As soon as they receive this notification, they will be able to create their password and will therefore have everything they need to access the platform.

An employee who has not yet joined your company will not be able to log in to the platform until their contract start date. But they can still set their password.


Additional information

When the user is created, you will be redirected to the employee’s HR file or their user file (depending on what solution you chose). You will then have to complete the fields required for the solutions to work properly for this employee. You will find some examples below.


For example, if you have Timmi Absences, you must remember to fill in the ‘Employee number’, ‘SPC’ or ‘ Timmi Absences application profile’ fields so that entitlements are credited correctly.

For Cleemy Expenses, you will need to fill in bank details (IBAN, BIC) if you decided to process the payment of expense reports by SEPA transfer. Another required field for Cleemy Expenses: application profile. This will identify the different types the employee can access to submit their expense report.

If you purchased Pagga Payslip, our paperless payslip distribution solution, you must fill in the social security number.

Default values

Default values will be suggested in the different fields to save you time when creating employee files (especially you go through intense recruiting periods). These entries can be customised for your company. To enable this option, go to the Settings menu, then Default values.


Finally, depending on the user’s set-up and role, warnings will be triggered when certain information is missing. An online help page explains the rules for displaying these warnings. This information is needed for the various applications that the user can access to work properly.

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