Overview
If you deleted an employee and are now trying to create a new employee with the same ID number, you may receive the error: "ID number already exists in the system".
There are two possible reasons for this, each with a different solution.
Reason 1 — The Employee Is in the Recycle Bin
When an employee is deleted from the employee list, they are not permanently removed -
they are moved to the recycle bin. As long as the employee remains there, you cannot create a new employee with the same ID number.
How to resolve:
In the side menu, click "Employees", then "Deleted Employees".
Search for the employee's ID number and choose one of the following options:
Restore — if you want to recover the existing employee's details
Permanent delete — if you want to delete them permanently and create a new employee from scratch
Reason 2 — The Employee Exists but Is Inactive
The employee may still exist in the system but be set to inactive, which is why they don't appear in the default view.
How to check:
In the employee list, check the "Show Inactive Employees" option and search for the relevant ID number.
If you find the employee, you can reactivate them or edit their details as needed.