Employee codes
Set your code format once, give everyone a code, and keep a register of every code ever used.
Updated 15 October 2026
What you’ll do: choose how employee codes look, give a code to everyone who hasn’t got one, and look up old codes.
Who can do this: org admins.
Steps
- Open Organisation and the Employee codes tab.
- Under Code format, set the Prefix, Separator (Dash, Slash, Dot or None), Number of digits, Starting number and any Suffix. The Preview shows what the next code will be.
- Click Save format and start giving codes (later, Save format). From now on each new joiner gets the next code.
- To give codes to people who don’t have one, use Give codes to everyone: click Preview the codes, check the table, then click Give these n codes.
- To look up any code, use the Register. Filter by Active or Retired.
Good to know
- A code is never given twice. When someone leaves, their code is retired, and a person who rejoins gets a new code.
- Re-code everyone gives everyone a code in the new format. You preview the new codes and type a word to confirm before it runs.
- Attendance machines enrol staff by the number in their code, so set the format before you connect a machine.