Employee ID Generation | Administrator Guide | Zoho People 5.0

Employee ID Generation

What is the "Employee ID Generation" feature in Zoho People?

The employee ID generation feature helps in automatically assigning ID numbers to employees using customized rules. The generated ID numbers can include department, location, year, custom prefixes, suffixes, and more.


Alert
Before using the Employee ID generation feature, we recommend updating the Designation Code, Location Code, Entity Code, Unit Code, and Divison Code information in your Zoho People Account.
For example, to update the department code, navigate to Settings > Manage Accounts > Organization Setup > Department Code and select a department, click on the Edit icon (pencil icon on the top-right), enter the Department Code and click Submit.

How to setup Employee ID Generation?

  1. Navigate to Settings > Employee Information > Policy > Employee ID tab.
  2. Enable the "Generate ID based on configured rules" option.



  3. You can click on "Default" to customize the default generation rule (or) select Add Rule to create your new rule.

Adding a New Rule to Generate Employee ID

Navigate to the Emloyee ID tab (Settings > Employee Information Policy > Employee ID) Click on Add Rule. 
Quote
Example: Creating a Employee ID with Year and Department Code:
For example: IT24_001, IT24_002, IT24_003, ... IT24_XXX
Let us see how to configure the rule:
  1. Enter a rule name to identify this rule.
  2. Select a starting number for this ID.
Info
How to use the "Starting Number for ID" option?
Let us say you already have 233 employees in your organization. You can set the starting number as 234 if required. The starting number will be used for the first generated ID, from then on, it will be appended with 1 for further generated IDs. For example, it will be 234, 235, 236, ... 23x.
  1. Select the number of placeholder digits to you.
Info
What is "Placeholder digits"?
Placeholder digits are used to reserve space for future employee IDs by using "0" as a filler. For example, if you select "3" here, the number in the generated ID will start in the format of 001, 002, ... 999, 1000 and so on. If the input is 1, then ID generated will be 1, 2, 3, ... 99, 100 and so on.
  1. Customize Prefix, by selecting Prefix options using the + icon, what you select here will be the leading characters/digits of the ID numbers.
    The available options include: Date of Joining, Designation Code, Location Code, Entity Code, Unit Code, Division Code, Department Code, Current Year and Custom Value. For this example, we will select "Department Code" and "Current Year" followed by "Custom Value" (where the custom value will be "_").
  2. Similarly, customize Suffix options as required.
    The available options include: Date of Joining, Designation Code, Location Code, Entity Code, Unit Code, Division Code, Department Code, Current Year, Custom Value.  For this example, let us ignore the suffix code option.

  3. In the "Conditions" section, you can enable or disable the Reuse starting number for each unique combination of prefix and suffix option.
Info
How and when to use the "Reuse starting number for each unique combination of prefix and suffix" option?
This option allows reusing the ID digits when a unique prefix or suffix code is used for different employees. For example, employees from the HR department and IT department can have their ID numbers as IT2024_01 and HR2024_01. If this option is disabled, then the IDs generated for the same example will be IT2024_01 and HR2024_02.
  1. When you have selected the "Current Year" option in prefix or suffix, this will reveal the following option:
    Reuse starting number at the beggining of a new year
Info
How and when to use the "Resuse starting number at the beginning of a new year" option?
You can enable this if you want the ID digits to be reset each year. For example, two employees added in 2024 and 2025 can have the following ID numbers: IT2024_01 and IT2025_01. If this option is disabled, the later employee will have the next digit of the previously added employee (IT2024_02).
         
  1. Finally, check the Preview space to verify the generated ID format, and click Save to confirm.
Alert
For all new users added to your organization, you can use the newly added rule when generating ID numbers. To add new users, navigate to Settings > Manage Accounts > Users > Add Users (or) Operations > Employee Information > Employees > Add Employees. If you have multiple rules, you will be prompted to select one of the rules.




Notes
Employee IDs can be regenerated at any time. Check the details below for steps on updating the ID of an employee already in the system.

Regenerate an existing employee ID

  1. To update the ID number of a previously added employee, navigate to Settings > Manage Accounts > Users or Operations > Employee Information > Employees and select an existing employee record.
  2. Select More Options (ellipses icon) and click the "Regenerate" option.
  3. Click Regenerate for the corresponding employee ID generation rule you would like to use.
  4. Click Save






      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsRetailOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceForms for Solopreneurs
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit
                              Forms for Government
                              Intake FormsLegal
                              Mobile App
                              Form DesignerHR
                              Mobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic FormsInsurance
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsWufoo alternativeEncrypted Forms
                              Accessible FormsTypeform alternativeSecure Forms

                              WCAG

                                          Create. Review. Publish.

                                          Write, edit, collaborate on, and publish documents to different content management platforms.

                                          Get Started Now






                                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                                Manage your brands on social media

                                                                  Use cases

                                                                  Make the most of Zoho Desk with the use cases.

                                                                   
                                                                    

                                                                  eBooks

                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho Desk.

                                                                   
                                                                    

                                                                  Videos

                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho Desk.

                                                                   
                                                                    

                                                                  Webinar

                                                                  Sign up for our webinars and learn the Zoho Desk basics, from customization to automation and more

                                                                   
                                                                    
                                                                  • Desk Community Learning Series


                                                                  • Meetups


                                                                  • Ask the Experts


                                                                  • Kbase


                                                                  • Resources


                                                                  • Glossary


                                                                  • Desk Marketplace


                                                                  • MVP Corner



                                                                    Zoho Sheet Resources

                                                                     

                                                                        Zoho Forms Resources


                                                                          Secure your business
                                                                          communication with Zoho Mail


                                                                          Mail on the move with
                                                                          Zoho Mail mobile application

                                                                            Stay on top of your schedule
                                                                            at all times


                                                                            Carry your calendar with you
                                                                            Anytime, anywhere




                                                                                  Zoho Sign Resources

                                                                                    Sign, Paperless!

                                                                                    Sign and send business documents on the go!

                                                                                    Get Started Now




                                                                                            Zoho TeamInbox Resources





                                                                                                      Zoho DataPrep Demo

                                                                                                      Get a personalized demo or POC

                                                                                                      REGISTER NOW


                                                                                                        Design. Discuss. Deliver.

                                                                                                        Create visually engaging stories with Zoho Show.

                                                                                                        Get Started Now










                                                                                                                            • Related Articles

                                                                                                                            • Employee Information Settings

                                                                                                                              What is Employee Information Settings in Zoho People? Employee information includes employee-related preferences, features, and customizations that impact all employees in your organization. It includes: Configure Dual reporting, Streams, Employee ID ...
                                                                                                                            • Employee Information Operations

                                                                                                                              What is Employee Information Operations in Zoho People? Employee information in operations lets you manage employee records, departments, designations, delegations, and exit records. Employees can also add HR Process requests from here. What can be ...
                                                                                                                            • Employee Approvals

                                                                                                                              All the requests raised by an employee will be listed under Approvals > My Requests. If they are also an approver, their pending approvals will be visible on the My Approvals tab and they will be able to approve or reject the requests.  ​
                                                                                                                            • Employee Services

                                                                                                                              Employee Services is a comprehensive space for employees to access all the services in their organization. Even a new employee will be able to navigate to the required service with ease.  To access Services, navigate to the Services tab on the ...
                                                                                                                            • Employee Attendance

                                                                                                                              The attendance feature in Zoho People gives an employee real-time information about their check-in and check-out details. An employee can check in to work conveniently via web check-in and mobile check-in (based on permissions), doing away with the ...
                                                                                                                              Wherever you are is as good as
                                                                                                                              your workplace

                                                                                                                                Resources

                                                                                                                                Videos

                                                                                                                                Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                                eBooks

                                                                                                                                Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                                Webinars

                                                                                                                                Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                                CRM Tips

                                                                                                                                Make the most of Zoho CRM with these useful tips.



                                                                                                                                  Zoho Show Resources