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Number Series

Number Series in CloudHR allows you to automatically generate structured employee numbers using configurable prefixes, suffixes, and digit formatting.

Accessing Number Series​

  1. Log in to CloudHR.
  2. Navigate to Employees.
  3. Click on Settings.
  4. Select Number Series.

You will land on the Number Series Listing Page.

Number Series Listing Page​

On this page, you will see a table with the following columns:

  • Series Name
  • Prefix
  • Suffix
  • Preview Number
  • Status (Active / Inactive)
  • Actions ( View | Edit | Delete )
Listing Number Series

An Add Number Series button is available at the top-right corner.

Creating a Number Series​

Click the Add Number Series button.

You will be redirected to the Create Page.

Fields Explained​

1️⃣ Series Name​

  • Unique name for the number series.
  • Cannot duplicate another series.

2️⃣ Prefix​

  • Text that appears before the number.
  • Example: EMP, HR, IND

3️⃣ Digits in Number​

  • Defines how many digits the numeric part should contain.
  • Example: If set to 4, number will appear as 0001.

4️⃣ Suffix​

  • Text that appears after the number.
  • Optional field.

5️⃣ Next Number​

  • The starting number for the series.
  • Used when no employees are assigned yet.

6️⃣ Number Preview​

  • Displays a real-time preview of the final employee number.
  • Example:

EMP0001IND

7️⃣ Status​

  • Active → Can be assigned to employees.
  • Inactive → Cannot be used for new employees.

8️⃣ Description​

  • Optional notes about the number series.

How Employee Numbers Are Generated​

When a new employee is created using a Number Series:

  • The system checks the highest existing employee number for that series.
  • Extracts the numeric portion.
  • Increments it by Next Number field.
  • Formats it according to the digit count.
  • Applies prefix and suffix.

Example:

If:

  • Prefix = EMP
  • Digits = 4
  • Suffix = IND
  • Last number = EMP0007IND

Next employee number will be:

EMP0008IND

Preview Number

If no employees exist yet:

  • The system starts from the configured Next Number.

Viewing a Number Series​

Click the icon in the Actions column to view details of a Number Series.

Editing a Number Series​

Click the icon in the Actions column.

edit series

You can update:

  • Prefix
  • Suffix
  • Digit count
  • Status
  • Description

⚠ Changing digit count or format does not modify already assigned employee numbers.

Deleting a Number Series​

Click the icon in the Actions column.

delete number series

Important Rule​

A Number Series can only be deleted if:

  • It is not assigned to any employee.

If it is already in use, deletion will not be allowed.

Best Practices​

  • Keep prefixes short and meaningful.
  • Avoid changing format after assigning employees.
  • Use separate series for different business units if needed.
  • Always test preview before activating.