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NOTE: You are viewing documentation for a previous tax year version of BrightPay. Click here to view the documentation for the current 2020/21 tax year version.


To add a new employee to the BrightPay software, select Employees, followed by New Employee.

Complete the Personal Details for an employee as follows: 


Enter the employee's title, if known.

First name

The employee's first name is a mandatory RTI requirement, enter accordingly.

Middle name

Enter the employee's middle name, if applicable.  


The employee's surname is a mandatory RTI requirement, enter accordingly.

Date of birth

Enter the employee's date of birth.


This is a mandatory RTI requirement. Select 'Male' or 'Female' accordingly.


Enter the employee's address as well as a valid post code. The employee's address is mandatory for RTI, if their National Insurance number is not known. 

Email address(es)

Enter a contact email address for the employee. Select whether it is a work address or a personal address from the drop down menu. To add additional email addresses, click Add Email Address and repeat the process. If more than one email address is added, specify which is to be the primary address. The primary email address will be used for the emailing of payslips etc.

Phone number(s)

Enter a contact telephone number for the employee. Select whether it is a work or personal phone number from the drop down menu and then enter the telephone number. To add additional phone numbers, click Add Phone Number and repeat the process. If more than one phone number is added, specify which is to be the primary contact number.

Cloud/ PDF Password

If the employee wishes to receive password protected payslips or their P60 by email, enter the password that will be needed by the email recipient in order to open and view these attachments when received .

This password is usually set by the employee and can be a combination of letters and numbers. Alternatively. click Randomise to create a password for the employee. 

This field can also be used to set the password needed for the employee to access the cloud portal (if applicable).



Need help? Support is available at 0345 9390019 or support@brightpay.co.uk.

Important Information for MAC UsersInstalling BrightPayImporting From The Previous Tax YearMoving to BrightPay from another payroll softwareEmployer DetailsEmployee DetailsProcessing PayrollPayroll CalendarPayslip TranslationsMaking Corrections to PayrollPre-paying an EmployeeScheduling Future PaymentsSwitching an Employee's Pay FrequencyRTICommon HMRC Error MessagesHMRC PaymentsAnalysisStartersLeaversStudent Loan DeductionsStatutory PaymentsPensionsAttachment of EarningsPayroll GivingDirectorsEmployee CalendarHolidaysTaxScottish Rate of Income Tax (SRIT)National InsuranceEmployment AllowanceNational Minimum Wage and National Living WageRates & Thresholds at a GlanceYear EndBacking Up/ Restoring Your PayrollBrightPay Licence Terms and ConditionsConstruction Industry Scheme (CIS)Ordering for The New Tax YearAutomatic EnrolmentBrightPay CloudExpenses & Benefits