Add and edit an employee

Add one person from Add / Manage Employees, edit their profile later, adjust their benefit allowance for the year, and read the allowance adjustment history.

When you only have one person to add, the single-employee form is the quickest way in. You fill out a short set of fields, and saving creates the employee, links a sign-in account, and sends a welcome email. Later, you can edit any of their details and adjust their benefit allowance from their detail view. This article covers adding a person, editing their profile, adjusting their allowance, and reading the adjustment history.

Open the form

From the HR menu, go to Add / Manage Employees. The page has two sections in an accordion:

• Bulk Import, for adding many people at once from a file.
• Add Single Employee, for adding one person by hand.

Expand Add Single Employee to see the form. It is grouped into Identity, Employment, Benefit Allowance, and Address, with an optional Custom Fields section if your company uses them.

Identity

Fill in who the person is:

• Employee Number
• First Name and Last Name
• Email, the work address they will sign in with and where the welcome email goes.
• Personnummer
• Date of Birth
• Gender (optional), with Male, Female, or Other.

Employment

Set the role and pay details:

• Job Title
• Annual Salary. As you type, the form shows the Monthly figure beneath it so you can sanity-check the amount.
• Pensionable Salary
• Tax Table
• Employment Rate (%), which defaults to 100 for a full-time employee.
• Start Date, which defaults to today. Change it if the person starts later.

Benefit Allowance

This section shows the company Base allowance and a toggle, Pro-rate benefit allowance based on start date, which is on by default.

With pro-rating on, the form previews the adjusted figure (someone starting partway through the benefit period gets a share of the full allowance for the days they are employed). Turn the toggle off to give the full base allowance regardless of start date. For more on how this is calculated, see pro-rating allowance for a new hire.

Address

All address fields are required:

• Address
• Postal Code
• City
• Country, which defaults to Sweden.

Custom Fields (optional)

If your company has added its own fields (for example a manager reference or a cost center), they appear here under Custom Fields. These are optional, so fill in any that are relevant for this employee and leave the rest blank.

Save and what happens next

The Add Employee button stays disabled until every required field is filled and the email passes the in-form duplicate check. Once it is enabled, select it to save. Saving does three things:

• Creates the employee record.
• Links a sign-in account to their email.
• Sends a Welcome to CLVR Benefits email so they can sign in for the first time.

You see a confirmation, the form clears, and the new person appears in your employee list. To see exactly what the employee receives, see what new employees receive when added.

Edit an employee's details

You can edit any employee's profile directly from their detail view, without leaving the employee list. Open the employee to bring up the Employee Data card and select the small pencil icon next to the heading to turn the card into a form. (The pencil only shows when you are not already editing.)

In edit mode you can always change the core profile fields: First Name, Last Name, Email, Job Title, and Annual Salary (which shows a live Monthly figure as you type). Select Show additional fields (top right of the card) to reveal the rest:

• Employee Number, Personnummer, Date of Birth, Gender
• Pensionable Salary, Employment Rate (%), Tax Table
• Address, Postal Code, City, Country, Start Date

When you are done, select Save to write the changes or Cancel to discard them. A confirmation appears, and every save records which fields changed, so there is a history of edits on the employee.

To add a field beyond the standard profile (such as a cost center or team), use Add Custom Field on the same card. See managing custom employee fields.

Adjust an employee's benefit allowance

Sometimes one employee needs a different allowance for the year: a top-up to recognise something, or a deduction to correct a balance. The Add/Deduct Allowance card in the detail view sidebar makes that one-time change to a single person without touching anyone else.

Read the allowance adjustment history

Every manual change is recorded in the Adjustments card in the employee's profile, so there is always a clear record of what changed, by how much, who did it, and why. The card only appears when there is something to show, so an employee with no manual adjustments and no pro-rata to explain will not have it.

When an employee has one or more changes, the card shows a table with four columns:

• Date: the day the adjustment was made.
• Amount: a positive change in green with a leading +, a deduction in red.
• Adjuster: who made the change, or CLVR for one made by CLVR support on your behalf.
• Reason: the note entered when the adjustment was saved.

If an employee's allowance was pro-rated (because they started or were terminated partway through the year), the card shows a Pro-rata: line above the table that spells out the calculation (base allowance / days in the year x days employed = pro-rated amount). This is informational, not a manual adjustment.

The numbers also flow into Allowance details, which breaks the balance into Base allowance, Adjusted allowance (green + for an addition, red - for a deduction), and Total allowance, then Total expenses and Remaining balance.

Adjustment entries are a permanent record and cannot be edited or removed after they are saved. To fix a mistake, add a counter-adjustment with Add/Deduct Allowance (for example, deduct 500 kr to cancel an accidental 500 kr addition), noting in Reason that it reverses the earlier entry. Both entries stay visible.

Troubleshooting

• The Add Employee button is greyed out. A required field is still empty, or the email is flagged as a duplicate. Check every field in each section, including the address.
• "This email is already in use by another employee." This in-form message appears when the email matches someone already in your company. Use a different address, or check whether the person is already added.
• "An employee with this email already exists" or "...employee number already exists." Saving was blocked because the email or employee number is already taken in your company. Email checks are case-insensitive, so changing only the capitalisation will not help. Pick a unique employee number, or confirm the person is not already in the list.
• "Email is already in use by another user." The email is tied to a sign-in account elsewhere (for example at another company). Use a different address, or contact CLVR support if you believe the account should not exist.
• The welcome email did not arrive. The account is still created even if the email is delayed. Ask the person to check spam, and confirm their email address is correct on their record.
• The pencil icon is missing. The Employee Data card is already in edit mode. Look for the Save and Cancel buttons at the bottom instead.
• The Adjust balance button will not submit. Both Amount and Reason are required. Add a reason and a non-zero amount, then try again.
• I deducted by mistake, or entered the wrong amount. Adjustments are not edited in place. Make a second adjustment in the opposite direction to correct the balance.
• I want a change to apply every year. Use the employee's benefit allowance (edit it on the profile), not the Add/Deduct Allowance tool, which only affects the current year.
• The Adjustments card is not showing. It only appears when there is at least one manual adjustment or a pro-rata to explain.
• An adjustment shows CLVR as the adjuster. That change was made by CLVR support on your behalf, not by someone on your HR team.