# Employee card: position, access, rate and barcode

URL: https://bimpsoft.com/en/help/payroll/employee-card/
Updated: 2026-11-06

> The employee card in Bimp links a person, their account and their pay terms: without it you cannot accrue salary or see who performed a warehouse operation. To create a card, open "Payroll → Employees", click "Create", fill in the full name, position and hire date, select a user and add a row with an accrual type and rate.

## What the employee card is for

The employee card is a record in Bimp that combines three things: the person (full name, contacts), their account for logging in to the system and financial terms (rate and [currency](https://bimpsoft.com/en/help/getting-started/currencies-and-rates/)). Without a card you cannot accrue salary or show payroll costs in reports. All articles in this section are listed on the “[Payroll](https://bimpsoft.com/en/help/payroll/)” page.

**Example.** You hire a storekeeper, Andriy. He needs access to the barcode scanner, a rate of 500 UAH per shift and a start date. All of this is filled in on one card.

## How to create an employee card

The card is created in the "Payroll → Employees" section.

1. Open **Payroll → Employees** and click **Create**.
2. In the top row, enter the full name in the "Name" field, for example "Haron Dmytro Olehovych".
3. In the "Position" field, enter the employee's role: "Sales manager", "Storekeeper".
4. Fill in the required "Hire date" field: the date work starts. The calculation of the first salary depends on it.
5. In the "Status" field, select the current state, for example "Hired".
6. If needed, add a "Comment": an internal note, for example a phone number.
7. Click **Save** in the top right corner.

[Скріншот: The new employee card form with the fields "Name", "Position", "Hire date", "Status", "User" filled in and the "Salary accruals" block with one row]

Fill in the "Termination date" field only when the employment ends. It is informational: the employee's history in documents and reports is not deleted. Also change the "Status" to "Terminated".

## How to give an employee access to Bimp

For an employee to log in to the system, link a user to their card.

1. In the card, open the "User" field.
2. Select from the list the login (email) the person will use to sign in to Bimp.
3. Save the card.

If the login you need is not in the list, first create the user — see [Users](https://bimpsoft.com/en/help/access/users/) — and assign a role: [Access roles](https://bimpsoft.com/en/help/access/roles/).

## How to set the salary rate

Pay terms are set in the "Salary accruals" block at the bottom of the card.

1. In the "Salary accruals" block, click **Add**.
2. In the new row, select the "Accrual type", for example "Salary" or "Picking". Types are created in the directory, see [Accrual types and deductions](https://bimpsoft.com/en/help/payroll/accrual-types/).
3. Enter the "Rate": the amount in money.
4. Select the payout "Currency": UAH, USD, EUR.
5. Save the card.

The rate from the card takes priority over the rate from the "Accrual types" directory: if a personal rate is set in the card, the system uses it, otherwise it uses the general rate of the accrual type. This rule applies, among other places, in [piecework pay](https://bimpsoft.com/en/help/payroll/piecework-pay/).

## How the employee barcode works in the warehouse

The barcode is a warehouse employee's personal identifier. You can enter it manually (for example, from a badge) or generate it with the button (the refresh icon) in the "Barcode" field, and then Bimp creates a unique code.

When an employee performs a warehouse operation, for example a [write-off](https://bimpsoft.com/en/help/inventory/write-off/) or a stock count, they open **Warehouse → Operations** and scan their code in the "Employee barcode" field. The system recognizes the name and records it in the operation. This way you can see the output of each warehouse employee.

## What to do next

After the card is created, you can [accrue salary](https://bimpsoft.com/en/help/payroll/salary-accrual/) and [pay advances](https://bimpsoft.com/en/help/payroll/advances/). If the employee is on piecework pay, use the Piecework pay document.

## FAQ

**Does the termination date remove an employee from past reports?**

No. The "Termination date" field is informational: it records history, and the employee's data in past documents and reports is kept. After termination, change the status to "Terminated".

**Why is the login I need missing from the "User" field?**

The user must first be created in the company settings ("Users and roles"). After that it appears in the list and can be linked to the card.

**Why does an employee need a barcode?**

The barcode identifies the employee in the warehouse: in "Warehouse → Operations" they scan their code, and Bimp records exactly who performed the write-off or stock count.