# Creating an employee: basic details Step 1: entering basic data · Updated: 2026-02-07 · Bas Software Web version: https://www.bas.software/en/onboarding/step-1-entering-basic-data/creating-an-employee-basic-details Enter your employees with basic details, email and phone number. Tips for fictitious email addresses during the test phase and the employee app. Before you can schedule, all your employees need to be in Bas. In this article you'll learn how to enter the basic details and what you need to know about email addresses and the employee app. --- ## Step 1 - Opening the employee overview Go to **HRM**. The screen opens on the overview of all employees. For a new environment this overview is still empty. Click **New employee** to add your first employee. --- ## Step 2 - Filling in basic details Fill in the following basic details: | Field | What you enter | Example | | --- | --- | --- | | **First name** | Employee's first name | Mark | | **Last name** | Employee's last name | De Vries | | **Email address** | Unique email address (see tip below!) | mark@exampleremovals.nl | | **Phone number** | Mobile number | 06-12345678 | | **Date of birth** | Date of birth | 15-03-1985 | | **Job title** | Job description | Foreman | ### Email address: must be unique Every email address in Bas must be unique. You can't register two employees on the same address. This is a hard requirement of the system. `Note:` As soon as you save an employee with a **real email address**, the system **immediately** sends an invitation email. This can't be undone. So always use fictitious email addresses while setting things up (see step 3). `Note:` Preferably use business email addresses (mark@yourcompany.nl) instead of personal addresses (mark1985@gmail.com). Business addresses are more professional and easier to manage. If someone changes company, you then don't need to use their personal email. ### Initials: two unique letters Every employee gets a **two-letter abbreviation** (e.g. "MV" for Mark de Vries). This abbreviation must be unique per employee. You'll see the abbreviation in the planning and on compact overviews. ### Employee already working at another Bas account? Does the employee (or did they recently) work at another company that also uses Bas? Then the employee must first be **marked as having left** at the old account. Bas's security blocks duplicate registrations on the same email address. Contact the old company or Bas Support if this applies. --- ## Step 3 - Using a fictitious email address (test phase) This is one of the handiest tricks during onboarding. If you don't want to invite employees yet (because the system isn't ready), use **fictitious email addresses**. This way you can set everything up and practise without any invitations going out. Use this format: | Employee | Fictitious email address | | --- | --- | | Mark de Vries | mark@yourcompany.nl | | Sandra Bakker | sandra@yourcompany.nl | | Pieter Jansen | pieter@yourcompany.nl | It doesn't matter whether these email addresses actually exist. They only serve as a temporary placeholder. Later, just before go-live, you change the fictitious addresses to the real email addresses. At that point you send the invitations and employees can log in. `Note:` Each fictitious address still needs to be **unique**. You can't put three employees all on "test@yourcompany.nl". Create a separate fictitious address for each employee. --- ## Step 4 - Setting the start date An employee can only log in if the start date is in the **past**. Therefore always enter a date that isn't in the future. | Field | What you enter | Example | | --- | --- | --- | | **Start date** | Date the employee started | 01-01-2023 | | **End date** | Only fill in for employees who have left | Leave blank | `Note:` If you enter a date in the future, the employee won't be able to log in. This is a common mistake. Just fill in the actual start date, or a date in the past. --- ## Step 5 - Choosing the contract type Choose the correct contract type. This affects the planning: employees with a permanent contract are shown separately, so you can schedule these first before adding temporary staff. | Contract type | When to choose | Example | | --- | --- | --- | | **Permanent** | Employee on a permanent contract | Full-time mover | | **Fixed-term** | Contract for a fixed period | Seasonal employee | | **Zero-hours** | Zero-hours contract | Weekend on-call staff | | **Agency** | Agency worker or external | Agency staff member | | **Self-employed** | Self-employed contractor | Regular freelancer | The contract type **Agency** is especially important for agency workers. More on this in a following article. --- ## Step 6 - Filling in the gross hourly wage The gross hourly wage is important for the **cost calculation**. The system uses this to calculate the staff costs per job, so you can see your margin. `Note:` This is the **cost price** (gross hourly wage excl. VAT), not the sale price you charge the customer. Here you enter what the employee costs you. You set the sale price in your rates and quotes. | Field | What you enter | Example | | --- | --- | --- | | **Gross hourly wage** | Hourly wage excl. VAT (cost price) | EUR 18.50 | ### How does the system use the hourly wage? If an employee works 8 hours on a job: - 8 hours x EUR 18.50 = EUR 148.00 staff costs This amount appears in the cost calculation alongside vehicle costs and material costs. This way you can see per job whether you've made a margin. `Tip:` Don't have the hourly wage to hand right away? That's not a problem. You can fill it in later. But try to arrange this before go-live, otherwise the cost calculation won't work. --- ## Step 7 - Recording the driving licence Record which driving licence categories an employee holds. This is useful for the planning: you know immediately who is allowed to drive which vehicle. | Category | What it's for | | --- | --- | | **B** | Car, van up to 3,500 kg | | **C** | Lorry | | **C1** | Light lorry (up to 7,500 kg) | | **CE** | Lorry with trailer | | **C1E** | Light lorry with trailer | `Tip:` Not every employee needs a driving licence. Movers who only assist don't need more than a B, or no licence at all. Only fill in what's relevant. --- ## Step 8 - Uploading a profile photo You can upload a profile photo of the employee. This photo is visible in the planning and in the app. `Note:` Employees **cannot** upload a profile photo themselves via the app. This function is disabled. Only an administrator can upload photos via the back office. --- ## Step 9 - Availability toggle (don't turn it on!) On the employee profile you may see an **availability toggle**. This is a legacy function that is **off** by default for new employees. `Note:` Do **not** turn on this toggle. Use the work schedule instead (see the article Setting the work schedule). The availability toggle is legacy and will be removed in the future. --- ## Step 10 - Saving the employee Click **New employee** (or **Save**, depending on the screen). The employee now appears in the overview. Repeat the steps for every employee. Don't forget: - A **unique email address** for every employee (fictitious during setup!) - A **unique two-letter abbreviation** for every employee - The **start date** for every employee in the past - The **hourly wage** (cost price) for the cost calculation --- ## Step 11 - Inviting (only at go-live!) Only invite employees once the system is ready for use. You do this at go-live: 1. Change the fictitious email addresses to the **real** email addresses 2. Save - the system automatically sends an invitation email 3. The employee receives an email with a link (this is valid for **24 hours**) 4. The employee clicks the link and creates a password 5. After the first login: set up **Face ID** or **fingerprint** for easy login ### Invitation link expired? If the link has expired after 24 hours, the employee can request a new link via "Forgot password". This is again valid for 24 hours. `Tip:` Start with a tech-savvy employee as an ambassador. Have that person install and use the app first. If the ambassador is enthusiastic, the rest follow more easily. This prevents resistance in the wider group. --- ## Step 12 - Installing the employee app After being invited, employees can download the **Bas Medewerker App** via the App Store (iOS) or Google Play (Android). ### Login instructions for employees: 1. Download "Bas Medewerker App" 2. Open the app 3. Fill in: 4. **URL**: [yourcompanyname] (without .bas.software) 5. **Email address**: as entered in the system 6. **Password**: received by email 7. Click **Log in** `Note:` Check before go-live that everyone can log in successfully. Test this with a few employees before inviting the whole team. --- ## Tips - **Start with your permanent core team.** Enter your permanent employees first. You can add temporary staff later. - **Don't invite anyone yet during setup.** Use fictitious email addresses until the system is ready. You only get to make a first impression once. - **Save the hourly wage for later if you don't have it to hand.** You can always go back and fill it in. But try to have it sorted before go-live. --- ## Note - **Filling in a real email address during setup** immediately sends an invitation email that can't be undone. Always use fictitious email addresses until the system is ready for go-live. - **Non-unique email addresses** are the most common mistake. The system doesn't allow this. Every address must be unique, including fictitious ones. - **Inviting employees too early** gives a poor first impression. The system isn't finished yet, the employee sees a half-set-up system and becomes discouraged. Wait until everything is ready. - **Personal email instead of business** is unprofessional and hard to manage. Use business email addresses where possible. - **Start date in the future** prevents the employee from logging in. Make sure the date is in the past. - **Confusing the gross hourly wage with the sale price.** The hourly wage is the cost price (what the employee costs you), not what you charge the customer. - **Employee already registered at another Bas account?** Then the registration is blocked. The employee must first be marked as having left the old account. - **Turning on the legacy availability toggle.** This legacy function is off by default. Use the work schedule instead. --- ## Want to know more? - [Entering employees](https://www.bas.software/en/help/hr/adding-employees) - Step-by-step guide for creating employees - [Preparation: gather all relevant data](https://www.bas.software/en/onboarding/what-to-supply-for-onboarding/preparation-gather-all-relevant-data-before-you-start-entering-it) - Checklist of what you need before you start entering **Next step:** [Setting skills and roles](https://www.bas.software/en/onboarding/step-1-entering-basic-data/setting-skills-and-roles) - set up what your employees can see and do in Bas.