In this article, you will learn how to capture the master data of new employees in project b, either by sending them a digital personnel questionnaire (form) or by entering the data yourself.
What is Master Data Collection?
project b. enables you to collect the relevant personal data of new employees in a paperless way for both HR and payroll processing.
Complete personal data is essential for monthly payroll processing. This includes, among other things:
Name
Address
Date of birth
Tax ID
Social security details
Additional payroll-relevant details
The project b. master data form collects all relevant information required for smooth monthly payroll processing and provides it to your Payroll Specialist (payroll accountant) for further handling.
Entering new master data
Open the “Add new employee” section
In the main navigation on the left, open “New employees.” In the top-right corner, you will see the “Add new employee” button. Click it to open the master data entry window.
Enter data yourself or request it from the employee
In the dialog, you can choose how the data should be entered:
“Enter data yourself” if you already have all the information and want to enter it directly in the system
“Request data from employees” if the employee should complete their master data themselves using a digital form
Enter Master Data Yourself
Enter personal details
Select “Enter data yourself” in the dialog. The form will guide you through all required steps, including:
General information
Address
Tax and insurance details
You can save the master data for the first time only once all required personal fields have been completed.
Add contract details
After saving the personal data, you can add the contract details in the next step, for example:
Contract start date and contract type (fixed-term or permanent)
Working time model (e.g. full-time or part-time)
Compensation (salary or hourly wage)
Probation period
Optional benefits or comments
Once the master data form is completed, you will be redirected directly to the employee’s profile.
Review all details and save the profile. The master data is then fully stored in the system and automatically shared with your payroll specialist.
Have Employees Complete the Digital Personnel Questionnaire
Send an invitation to the Digital Personnel Questionnaire
Open the Add new employee section again and click Add new employee.
Then select Request employee data and enter the new employee’s email address.
You can:
send the invitation directly by email, or
generate an invitation link and share it via your own email or another secure channel.
After sending the invitation, the employee will have the opportunity to enter their personal data themselves. They can also upload any required supporting documents and other files directly.
Find and Continue a Pre-Filled Digital Personnel Questionnaire
Once an employee has completed their personal details, all HR admins with access to the company receive an email notification. This notification takes you directly to the next step.
You can also access completed master data forms via the left-hand menu and the Add new employee section. These entries are highlighted in yellow in the table. The date the master data was submitted appears in the Master data completed column.
If the row is highlighted in yellow, you can click on it to continue with the next steps (for example by adding contract details).
What Does the Form Look Like for Employees?
The onboarding form is divided into several easy-to-understand sections:
General information
Address details
Tax and social security information
Final review and summary
Employees are guided through the form with helpful prompts:
Tooltips: If something is unclear (for example, “What is a tax ID?”), short explanations with examples are displayed.
Intelligent validation: Each entry is checked automatically. If information is invalid (for example, an incorrectly formatted social security number), employees receive immediate feedback and can correct their input.
At the end, the employee reviews all details in a summary and submits the form.