How To: Create a New Employee

How To: Create a New Employee

Knowing how to create an employee in Yellow Dog is important because it ensures each user has the proper login, store access, and permissions to perform their role securely and efficiently.

All client types



  1. Yellow Dog Site Administration Access: Make sure you are logged in as a Site Administrator or another user with security rights to add new employees. Only administrators can configure access to the Yellow Dog Mobile Apps.



1. Choose a Creation Method

From System Setup > Employees > Employees, you can create a new employee in two ways:
  1. Copy an existing employee: Select an employee record, then click Create New Employee Based on.
  2. Create from scratch: Select Create New Employee.

2. Enter Basic Information

  1. Name: Enter the employee’s full name.
  2. Employee Number: Assign a unique number.
    1. Use a short number to make login faster.
    2. Employee number field is alphanumerical. 
  3. Password & Verify Password: Provide a temporary password.
    1. The employee must change it at first login.

3. Configure Access

  1. User has access to API Access: Enable this option if the employee will use the mobile apps (for counts, recipes, or other tasks).
  2. Security Setup:
    1. Recommended: Assign the employee to a security group by selecting the box Manage access using Employee Groups.
      *Make sure to only assign the employee to one employee group.
    2. Alternative: Configure individual security permissions.

4. Add Contact Information

On the Additional Information tab you can enter the following information:
  1. Email Address: This allows the email address to be easily selectable when emailing reports or purchasing documents.
  2. Position  (Optional): Use as reference fields.
  3. Notes (Optional): Add additional context.

5. Save the Record

  1. Review the details.
  2. Click Save and Close.

6. Complete First Login

Instruct the employee to:
  1. Log in with their employee number and temporary password.
  2. Change their password.
    1. Have the employee click Change Password located on the top taskbar then complete the prompts.
  3. Set up password recovery.
    1. This ensures the employee can reset their own password without contacting an administrator or Yellow Dog Support.

7. Complete the New Employee Checklist

Complete the New Employee Checklist to confirm correct configuration:

New Employee Checklist

□ Employee name entered  
□ Employee number assigned  
□ Temporary password set  
□ Security group assigned (or individual permissions configured)  
□ API access enabled (if required)  
□ Password recovery configured  







    • Related Articles

    • Feature Overview: System Setup

      Admin / power user · Yellow Dog Inventory 2026 WHY IT'S IMPORTANT System Setup is the administrative module where you manage users and global preferences. It defines how Yellow Dog Inventory operates across your entire organization, so the settings ...

    • How To: Create an Employee Group

      The Employee Groups area is crucial for role-based access control in Yellow Dog Inventory. It simplifies administration by bundling permissions and store assignments into reusable groups, which can then be applied to employees. This not only improves ...

    • How To: Remove a former Employee from Yellow Dog

      When an employee leaves your organization, remove the employee record instead of reusing it. Removing the record preserves the accuracy of historical data and maintains a clear record of work performed by the new employee. Reusing a former employee’s ...

    • Manual: Hierarchy PO Approval Setup

      Configuring purchase order approval lets authorized employees review and approve purchase orders before they’re sent to the vendor. This helps ensure purchases are justified, follow financial controls, and are free of errors.

    • How To: Create Invoice Expense Accounts

      End user · Yellow Dog Inventory 2026 WHY IT'S IMPORTANT Invoice expense accounts let you record costs that appear at the bottom of an invoice — such as freight, taxes, and bottle deposits — and control whether each one affects an item’s tax, the line ...

    • Popular Articles

    • How To: Find Your Yellow Dog Inventory Version

      Understanding which version of Yellow Dog Inventory you're using is essential when exploring new features, as some enhancements and functionalities are specific to certain versions. All client types can benefit from knowing their Yellow Dog Inventory ...

    • Feature Overview: Par & Re-Order Points

      Par levels and reorder points help streamline purchasing in Yellow Dog. Par level is the ideal quantity to keep on hand. Reorder point is the minimum quantity that triggers reordering. You can update par and reorder points in the following locations: ...

    • How To: Install the Zebra ZD411 Printer Driver

      End user · Yellow Dog Inventory 2026 WHY IT'S IMPORTANT When you install the correct driver, Windows can communicate with your Zebra ZD411 printer so it prints labels and tags reliably from Yellow Dog Inventory. Without the driver, the ZD411 will not ...

    • FAQs: What are Bins?

      End user · Yellow Dog Inventory 2026 Question: What are Bins? Answer: Bins are optional location identifiers that specify exactly where an item is stored. The Bin field is free text, so you can use letters or numbers. You don’t need to create bins in ...

    • Food and Beverage User Manual

      The Food & Beverage User Manual is your key to understanding the potential of Yellow Dog. Whether you're a first-time user or a seasoned pro, this detailed manual will help you understand how to best utilize your Yellow Dog Inventory system. Download ...