Create employees in a coordination

Activities carried out at the client site are performed by people. When you need a new employee to participate in a coordination, you must register them using the assistant. The process is linked to both the coordination and the external company in a single operation.

How to create an employee

1. Access the coordination editor.
2. Go to step 3 · Employees.
3. Click Create new employee.
4. Enter the employee’s identifier (DNI, NIE, passport, BI, CC…).
5. Complete the remaining data (see the next section on automatic detection).
6. Click Create and associate to finish.

Once completed, the employee is created and associated with the coordination and the external company.

Automatic detection of existing records

When entering the identifier, the system automatically checks if the employee already exists in MySmart OSH:

• ✅ If they already exist: the fields are automatically filled with the stored data.
• ✏️ If they do not exist: you must manually enter the necessary data to register them as new.

Tip

Automatic detection prevents duplicates and speeds up registration when the employee has already worked in other coordinations.

Recommended non-mandatory fields

Although not mandatory, it is recommended to fill these in whenever possible:

• Date of birth: important for determining additional measures, especially in the case of minors.
• NASS (Social Security Affiliation Number): for self-employed individuals, it allows faster validation of a self-employed receipt.
• Photo: the QR access control cards will use this as an identifying element of the employee.

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Source: Smartosh internal documentation «Crear nuevos empleados a una coordinación», available at Scribe.