New to HR: How Do You Create Employee IDs? Seeking Advice on Best Practices

Hi, people! I am Harshvardhan Singh. I am new to HR functions, and I have to allot Employee IDs or Codes. Is there any specific way of creating employee IDs? Does it have some relation to the alphabets of the names of employees or to the date of joining? Kindly assist.

Warm regards,
Harshvardhan Singh

Hi, people,

I am SUBHA BRATA NEOGI from West Bengal, requesting all of you to please tell me how a company generates employee ID numbers or codes.

Please reply soon.

Warm regards,
SUBHA BRATA NEOGI

Generating Employee IDs

Generating employee IDs can vary from company to company. A company may assign an employee ID based on the company's name, followed by the employee's date of joining or date of birth, and then a unique number indicating the employee's sequence of hiring (e.g., the 'n’th employee of the company).

For example, in a company named 'XYZ,' an employee's ID could be XYZ0106201201 or XYZ0106198502. In these examples, the former represents the employee's date of joining, while the latter reflects the employee's date of birth in the format (dd/mm/yy). In the given employee code, the first three letters represent the company's initials, the next 8 digits indicate the date of joining or date of birth, and the last 2 digits signify the employee's sequence of recruitment within the XYZ company.

Using the example provided, XYZ0106201201 indicates that the employee joined on 1st June 2012 and was the first employee hired by the company.

Employee ID Generation in Organizations

Well, this isn't a fixed process followed by organizations. If you talk about well-established organizations, the generation of employee IDs is computerized, i.e., generating employee IDs through software solutions which they are using in their organization. For a startup company in the initial days, any method can be followed by the organization, provided that the employee ID, which is manually created, is unique in some way.

Since I have recently started my own company, I prefer to follow the procedure which I have mentioned in my previous post, and so far it's working fine for me.

Regards,
Vaibhav

If the generation/tracking of employee codes is done through some software solution, a new code can be generated. Alternatively, you can change the division and date of joining (DOJ) in the employee's code while retaining the same 'n'-th recruitment number to ensure the overall headcount remains the same.

If done manually, assign the same code with a suffix 'T' and maintain a separate tracker for such cases.

Regards,
Sonal Tandon
Navi Mumbai

Sonal Tandon, Navi Mumbai. Thank you for your quick response. So, to verify, we will still use the same employee code but just add 'T' to indicate the transfer. Am I correct? Therefore, using the given example, it would be either XYZ-08-02-2013-001T or XYZ-T-08-02-2013-001.

You should generate by DOJ wise. For example, if it's Vision Amusement, then the E Code should be VA001.

Thanks,

Upasana

Hi, I am Jetco Industries from Gujarat, Morbi. How can I generate an employee code for my employees?