Hire an employee
Record a hire on the Employer of Record form, then follow it through our review, payment and the signed agreement.
Through our Employer of Record service, EU Presence signs your hire's employment agreement as their employer in the country they work in. You record the hire on one form, the one the Employer of Record registration asks for, and nothing is charged until our team has reviewed it.
Before you start
- The hire must work in a country we employ in: Austria, Belgium, Finland, France, Germany, Ireland, Italy, the Netherlands, Poland, Portugal, Spain or Sweden.
- Have to hand the person's national identification number for that country, their registered address and contact details, an emergency contact, and the bank account their salary is paid into.
- Members of your workspace can record a hire, but a member with the DPO role can't open People. Paying the monthly fee afterwards is for admins only (see roles and permissions).
Fill in the hire form
- Go to People › Employees and select Hire.
- Complete each section of Hire a new employee. Every field below is required unless it's marked optional.
- Select Hire at the foot of the form.
| Section | Fields |
|---|---|
| Personal information | Full name, Date of birth, Nationality, Personal identification number, Social security number (optional), Tax number (optional), Registered address, Email, Phone number |
| Emergency contact | Full name, Relation to the employee, Phone number, Email |
| Position | Position, Department, Job description, Manager (optional) |
| Country & contract | Country of employment, Contract type, Projected start date, Notice period (optional), Probation (optional) |
| Compensation & bank account | Monthly gross salary, Invoicing currency, IBAN, BIC, Bank name, Notes (optional) |
Fields that need care
- Personal identification number is the national number of the country of employment, such as a BSN, henkilötunnus, PESEL or codice fiscale. Fill in Social security number and Tax number only where that country issues them separately.
- Type both phone numbers in international format with no spaces, for example
+358401234567. - Department starts at Engineering. Contract type is Indefinite, Fixed-term or Probation.
- Notice period and Probation start filled in as 1 month and 2 months. Change them to the terms you've agreed.
- Monthly gross salary is in euro. Invoicing currency, EUR or USD, is the currency your company is invoiced in.
- IBAN can be typed with or without spaces. BIC is the bank's 8- or 11-character code.
The form's last section, Documents, names the five registration documents. You file those from the employee's record once the hire is recorded: see Upload an employee's registration documents.
What happens next
- The hire appears in the Employees list as Awaiting review, and its employment agreement appears on the Contracts tab as Awaiting signature. Our operations team is emailed, and the hire is recorded in your workspace's Notifications.
- Our team reviews the hire and approves it. Approval charges nothing. The member who recorded the hire is emailed, and the status changes to Awaiting payment.
- An admin pays the monthly fee from the employee's record, and the status changes to Ready for finalization. See Pay for an employee.
- Our team files the executed employment agreement, which then reads Signed. See Find an employee's employment agreement.
- Once the first month is paid and a signed agreement is on file, our team completes onboarding, and the record's Onboarding reads Onboarded. The list then shows the person as Active, or Pre-start until their start date.
The Headcount figure above the list counts a person once their onboarding is complete.
Our emails about a hire go to the member who recorded it. They still see each step in Notifications if they've turned off Email me when EU Presence files something under Account › Profile.