Quick answer
When you approve an onboarding submission at /employees/new, ASHR.work assigns the employee ID. In Auto mode it uses your configured Employee ID format and picks the next free number. In Manual mode you type an ID yourself and it is used as-is. Duplicates are impossible either way.
When does the ID get assigned?
The employee ID is assigned at the moment you Approve a submission on /employees/new. Up to that point the new hire is just a form; approval turns them into a real employee, and that is when they get their ID.
What is Auto mode?
In Auto mode, ASHR.work does the work for you. It looks at the Employee ID format your org set up — the prefix, digits and so on — and picks the next free number in that pattern. For example, if your last hire was DM0007, the next one becomes DM0008 on its own.
What is Manual mode?
In Manual mode, you type the ID yourself and ASHR.work uses exactly what you enter. This is handy when you are moving people over from an old system and want to keep their existing IDs.
How are duplicates prevented?
You never have to worry about clashes. The numbering counter automatically skips any number that is already taken, so two people can never end up with the same ID — whether the ID was assigned automatically or typed by hand.
Where do I set the format?
The pattern used in Auto mode comes from your Employee ID format settings. To change the prefix, digit count or other parts, open the format builder in Admin → Settings.
Frequently asked questions
- Can two employees ever get the same ID?
- No. The counter skips any number already taken, so duplicates are impossible.
- Can I choose the ID myself?
- Yes. Switch to manual mode and type the ID; ASHR.work uses exactly what you enter.