Creating and Managing Employee Records in NetSuite

Employee records in NetSuite, allow you to store information about your employees, as well as using it to give an employee login access to NetSuite.

To create an employee, go to Lists > Employees > Employees > New

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An employee form will appear. If you use a custom form, before filling out the fields, ensure you are using the correct form. The form name will appear in the custom form field at the top of the screen.

Fill in the required fields. Please note, the email address that is entered into the ‘email’ field will become part of the employee’s login credentials if you allow them access to your NetSuite system.

Giving an Employee Access to NetSuite

To give an employee access, firstly, ensure the email field is populated with the email address that the employee will use to log in. 

Click on the access subtab on the employee form.

Check the ‘Give Access’ checkbox.

Fill in a password for the employee to use for their first log in. Please note to abide by the password criteria.

Check the ‘Send Notification Email’ if you wish NetSuite to send an email to the employee to notify them that they have access to NetSuite. The notification will be sent to the email address that is in the ‘email’ field.

Check the ‘Require Password Change on Next Login to require the employee to set their own password on the next log in.

Under ‘Roles’, select the role, or roles, you wish this employee to have access to by selecting a role in the ‘Role’ field and click add.

Under ‘Global Permissions’, select specific global permissions you want this employee to have access to by selecting a permission in the ‘Permission’ field and the access level in the ‘Level’ field and click add.

To remove access from an employee, uncheck the ‘Give Access’ checkbox and save the record.

Editing, Deleting and Deactivating and Employee Record

To edit an employee record, either search for the employee in the global search bar by typing ‘emp:’ followed by the employee’s name.

Or go to Lists > Employees > Employees

If you are viewing a list of employees, click ‘Edit’ beside the employee record you wish to edit.

To edit an employee record from within the record, click the ‘Edit’ button at the top of the form.

Make the necessary changes to the information and click save.

Please note, changes made to this record will editing will be tracked in ‘System Notes’. System Notes can be found under the ‘System Information’ subtab.

To delete an employee, click ‘Edit’ on the employee record. Under ‘Actions’, click ‘Delete’.

NetSuite will not allow a record to be deleted if it has dependent records or if it is linked to a transaction.

You can inactivate an employee record, meaning the inactivated record no longer appears in lists or as choices anywhere in your account. To inactive an employee record, first, click "edit" on the record.

Under the ‘System Information’ subtab, check the ‘Inactive’ checkbox and save the record.

To view inactivated employee records, or reactivate them, go to Lists > Employees > Employees, and check the "Show Inactive" box.

To reactive an employee, select "edit" beside the employee record. Uncheck the ‘Inactive’ checkbox under ‘System Information’ subtab and save the record.


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