In this article, you will learn how to create employee records for individual employees and how to pre-configure their payroll data.
Person settings and changing settings
In the employee record header, you must enter a unique personal number. The employee's first and last name are also required. If you have configured person groups, you can assign the employee to a specific group here. Each employee can belong to only one group. If you have multiple cost centers, you must select the cost center to which the employee belongs. In the Password field, you can set a password for the payslip. Once a password is set, only dots will be displayed in this field — the password cannot be retrieved, only changed.
When making changes to any data, it is recommended to use the Add settings button. The way it works is: first click this button and enter the date from which the change should take effect (for example, when an employee has a child and you need to apply it during the year). Save the record and then make the change within that settings entry. You will then see both periods in the drop-down list in the person settings field — for example, periods split based on the application of a child tax credit.
Basic information
On the Basic information tab, the national identification number is required. Enter it without a slash — the gender and date of birth will be filled in automatically based on the national ID number. All other fields are optional; you can record individual qualifications, job titles, and so on.
Other
On the Other tab, enter the employee's birth details and citizenship, and if applicable, information about any pension they receive. In that case, check the type of pension and enter the date from which the pension has been received in the "Pension from" field.
Dependent partner
If the employee is claiming a tax credit for a dependent partner, you must first check the Dependent partner field, which will unlock the remaining fields. If the partner also holds a ZTP/P disability card, you must first check the ZTP/P field before filling in the relevant period.
Address
Permanent address
On the Permanent address tab, enter the employee's permanent address.
Contact address
If the contact address differs from the permanent address, enter it on the Contact address tab. You can also enter additional contact details here, such as email, mobile number, fax, or phone number.
Domestic residence
For foreign nationals, you can enter a domestic residence address here.
Salary parameters
Basic data
On the Basic data tab, enter the information needed for generating payables and applying tax credits. In the Payment method field, set whether you will send the employee's salary to a bank account, by postal order, or in cash. In the Advance payable type and Balance payable type fields, you can select the document types that the generated payroll payables should carry. If you have already configured these types in the company settings, you do not need to fill them in here.
If the employee has signed the pink tax declaration form, also check the Tax declaration signature field. Note! The employee will only receive the taxpayer discount once you check the Taxpayer discount field on the next Tax credits tab.
Tax credits
Here you enter information about the tax credits the employee will be claiming. If the employee holds a ZTP/P disability card, check the ZTP/P card holder field and also enter the card number. If you checked the Tax declaration signature field on the previous Basic data tab, you can check the Taxpayer discount field here. You can also set a student or disability discount and a child tax credit. To set a child tax credit, you must first enter the child's details on the Children tab below. You can then select the children in the 1st child, 2nd child, and additional children for deduction fields. These fields contain credits assigned by birth order, so do not enter a credit for a 2nd child if you are not claiming a 1st child.
Social insurance
The Social insurance tab is no longer used, as pension savings schemes have been abolished.
Health insurance
On this tab, you must select the health insurance provider from the address book. Simply use the magnifying glass button to find it — most health insurance providers are pre-configured by default. Clicking the Change button allows you to add bank details; alternatively, this information can be entered under Business Partners - Company Addresses.
If the employee should be charged a top-up to the minimum assessment base, you can configure this using the Health insurance — top-up to minimum assessment base checkbox. You can then also choose to split this top-up between the company and the employee. If you leave this field unchecked, the employee will bear the full top-up amount themselves. For employees with a ZTP/P disability card, for example in the case of sheltered workshops, you can also check the Reduction of health insurance assessment base field.
Foreign insurance
If the employee is a foreign national insured in another country, enter the relevant details on the Foreign insurance tab.
Tags and notes
In the Tags field, you can use the Select tag button to assign tags for faster filtering of employees — for example, by employment type. In the Note field, you can enter anything you need to keep on record for the employee.
Attachments
You can upload attachments here, such as the employment contract, salary assessment, and similar documents.
Employment
On the Employment tab, click the New button to create an employment record for the employee. If an employee has multiple employment types with the same employer — for example, a full-time contract and a work performance agreement — it is possible to set up more than one employment record.
Start
On the Start tab, set the employment type by selecting from the pre-configured options. A description of each employment type can be found in the employment types overview.
Next, select whether this is a primary employment or minor-scope employment. If you do not check the minor-scope employment field for a work activity agreement (DPČ), the health and social insurance contribution limits will not be taken into account.
In the Employment start field, set the date from which the employee works for you — i.e., the date from which their contract is valid. In the Active from field, enter the date from which the employee actually started working.
It is also important to fill in the employment law average for the first quarter. This is the so-called estimated employment law average, which must be entered in case the employee is absent in the first quarter, when the average cannot yet be calculated from actual data. In subsequent quarters, the average will be calculated automatically. For holiday entitlement, it is sufficient to enter the number of days in the Annual leave days field — the system will convert this to hours based on the contracted hours setting on the next tab when you press Enter.
At the bottom, you can again enter the types of internal documents that will be automatically generated from payroll. If you have already configured these document types in the company settings, there is no need to fill them in here as well.
Working hours
On the Working hours tab, you can enter information about a specific employee's working time. The settings are filled in based on what is configured in the company settings. If you override the working hours here, this setting will take precedence. For regular employment, once you fill in the daily contracted hours and working days fields, the salary will be calculated automatically. For irregular employment, you will need to enter the employee's actual hours worked.
In the lower menu, you can configure the Social insurance discount for the company. The conditions and setup instructions can be found in a dedicated article here.
Termination
On the Termination tab, you can enter the end date of the employment contract in the Employment end field. If the employee has a fixed-term contract, you can enter this date when first creating the employee record. In the Active until field, enter the date on which the employee's last working day was. Once you fill in this field, the employee will no longer appear in payroll updates and you will not be able to pay them any outstanding amounts, such as an overpayment from the annual tax reconciliation. We therefore recommend leaving this field blank until all obligations with the employee have been settled.
In the Termination method and reason fields, enter the details that will subsequently be printed on the employment record confirmation. This information is not intended for the Czech Social Security Administration (ČSSZ) — that data is entered in the lower menu, where you can fill in any severance pay details after checking the Severance pay entitlement field, as well as the reasons for termination or for non-provision of information in accordance with the ČSSZ form.
Tags
On the Tags tab, you can assign a tag to the employment record for easier filtering.
Changing the employment record
If you need to change something in the employment record (for example, extend the contract, switch from regular to irregular hours, reduce contracted hours, etc.), you always have two options. You can either terminate the current employment record and create a new one, or click Add settings at the top, enter the date from which the change should take effect, and then make the change. This ensures that the contracted hours are calculated as before up to that date. Never change something like contracted hours without using this setting — doing so would affect payroll calculations that have already been completed!
Shifts
The Shifts tab is only used for irregular employment. After selecting a specific month and clicking the Change button, you can set the exact work schedule for the employee by dragging the mouse or clicking on the relevant fields. One limitation is that shifts cannot be imported or exported. It is not necessary to enter worked hours on this tab — you can enter the hours in the Working time fund row in the Payroll update menu instead.
Permanent wage components
On the Permanent wage components tab, click the New button to select all the components the employee receives — for example, monthly salary, personal bonus, meal allowance lump sum, and so on.
Enter the start date; the end date does not need to be filled in — it is sufficient to enter it when the contract ends. The Amount per hour field is used for hourly wages. The Percentage/constant field is used for the meal allowance lump sum. The monthly salary is entered in the Salary base field. If you enter an amount in both the base and amount fields, this is not a problem — Flexi will use the value from whichever field it needs.
Children
On the Children tab, enter the details of all children for whom the employee will be claiming a tax credit. After saving, you must save the employee record in HR and reopen it so that the children's details become available on the Tax credits tab.
Absence
Absence can be entered either here in the HR module or in the payroll update — both forms are identical. If the employee has multiple employment records, be careful to enter the absence against the correct one. Use the magnifying glass button to select the type of absence. An overview of all absence types can be found here.
For sick leave, you must enter the decision number in the correct format. Also enter the start date and, if known, the end date of the absence. Note! For long-term sick leave that continues into the following month, never create a new absence record in the next month — simply extend the end date of the existing sick leave record. Otherwise, the system would calculate a fresh 14-day employer-paid period from the beginning. Fill in the Hours on the first and last day of absence fields only if the employee was absent for a partial day (e.g., half a day). If the absence covers full days, leave these fields blank.
Work for cost centers
If an employee works across multiple cost centers, projects, or activities simultaneously, you can use the Work for cost centers tab. A detailed description of how to use this module can be found here.
Deductions
On the Deductions tab, you can set up recurring deductions. For a one-off deduction — for example, if an employee caused damage — it is better to enter it directly in the Payroll update menu so that it does not clutter the HR record.
A detailed guide for working with deductions and an overview of available types can be found here.
Bank details
On this tab, you must enter all bank accounts associated with the employee. This includes the employee's bank account to which the salary will be sent, as well as any accounts used for deductions such as enforcement orders.
Frequently asked questions
1) How can I delete an employee from the HR module?
To delete an employee from the HR module, you must first remove everything linked to that employee. Start by deleting the permanent wage components, then the employment record — after that, you will be able to delete the employee.
Employees with a terminated employment record cannot be deleted. To prevent them from cluttering the HR menu, you can assign them a tag such as "terminated" and set up a filter using that tag.