Adding colleagues to Heartsome

As an HR admin you add colleagues via People in the left menu. Click Add people in the top right to choose how you want to get started.

Three ways to add colleagues

• Add a single colleague: Add someone manually via a 5-step wizard. This is the most complete way to set someone up.
• Import via spreadsheet: Have multiple colleagues to add? Download the import template, fill it in and upload it back. You can also assign teams directly in the template.
• Send us your files: Already have a staff overview in a spreadsheet? Send it over and the Heartsome team will import everyone for you. Completely free!

Adding a single colleague: the 5 steps

• Step 1 — Basics: Fill in the first name, last name, work email address, job title and start date. The email address is used to create their account — they'll use it to log in to Heartsome. Click Next to continue.
• Step 2 — Profile (optional): Add personal details such as preferred name, pronouns, date of birth, gender identity, nationality and a profile photo. You can skip this step and fill it in later via the employee profile.
• Step 3 — Contract (optional): Set the job title, level, employment type, working hours per week, start date and optionally the probation end date. Assign the colleague to a team and set their reporting line. You can also choose a location per working day. Optionally you can already upload documents here, such as a signed contract. You can also fill in this step later via the employee profile.
• Step 4 — Permissions: Indicate whether this person gets admin rights. Three roles are available: HR, Hiring and Billing. Want to know what each role can do? Read the article Roles and permissions: who can do what?. Most employees won't need any of these — only assign them if they genuinely apply.
• Step 5 — Summary: Review all entered details. Want to change something? Click Edit next to the relevant section. You can also create an onboarding checklist: a list of everything to arrange around your new colleague's start. See Onboarding a new colleague. Turn on the Send an invitation per email switch if you want to invite the colleague to log in right away. You can also send the invitation later. Click Add colleague to finish.

After adding, you'll see the colleague in the list on the People page straight away. Does it say Not invited yet next to their name? Then they can't log in yet. Read how to send the invitation later, and what to do if someone doesn't accept it, in the article Inviting, suspending and removing colleagues.

Updated on: 21/10/2026