Manager - Getting Started with Folks

Want to learn more about Folks? You've come to the right place!

This introductory Folks HR tutorial is designed for all supervisory staff, including team leaders, managers, supervisors, and department directors. In it, you'll discover how to use Folks effectively to optimize your employees' day-to-day management.

The tutorial also covers the main HRIS functionalities and modules, offering detailed explanations and practical examples.

Step 1 - Create your account and validate your information

The first step is to click on the link in the email you receive from Folks to create your password.

When accessing the platform, click the icon at the bottom of the left-hand menu and select My information to validate or complete your personal information. You can also change your password and system language.

Here are some useful resources to help you:

Step 2 - Use the reminder and notification center

When you access the platform, you'll find yourself on the home page, the Reminder and Notification Center. This page gives you an overview of your team's current, pending and overdue activities.

You can navigate between the Me view (visibility on your information only) and the All view (visibility on your team's information).

To find out more about the different options in each view, see Notification and Reminder Center features (Home page).

Step 3 - Process your team's requests

You can approve or deny your team's requests by clicking on them in the Pending requests section.

In the header, the hand icon (Requests) allows your team to send you requests. Requests can also be accessed from the left-hand menu.

As a manager, in addition to other types of requests, you can also make requests for employee requisition.

To approve a vacation request, for example, proceed as follows.

Click the vacation request you want to approve. The date below the employee's name is the date the request was sent.
On the employee's vacation page, we suggest you edit the request before approving it, to verify the information.
Under the Status column of the request, click on the green checkmark to approve the request.

An email will be sent to the employee to inform them that their request has been approved or modified and approved.

For more information on processing requests, check out the following resources:

Step 4 - Access tools

In the header, the wrench icon (Tools) allows you to access the portal, phonebook, and calendar.

My Portal - This is a directory of documents shared by your company (employee handbook, group insurance documents, policies, etc.).
Phonebook - The phonebook contains the phone numbers and emails of all employees.
Calendar - This tool can be used to view the vacations of your team members or all employees (depending on your company's configuration).

Tools can also be accessed from the left-hand menu.

Step 5 - View the Employee module

When you click Employee in the left-hand menu, you have access to the following tabs:

Summary - The summary is a list of your employees. You can show inactive employees, show/hide columns and export data in Excel format. In addition, clicking on an employee's name will redirect you to his or her profile.
Employee Profile - Profiles display all relevant employee information. You can add profile notes and attachments. The performance indicators at the bottom of the profiles enable you to observe an employee's progress in relation to the HR objectives defined by the company.
Organizational Chart - The organizational chart lets you visualize your company's hierarchical structure. To view the entire organizational chart, simply select the person with the highest position. You can then select another person (yourself, for example) and save the chart. It will then appear in the list of saved charts.
Expense Account - This page contains current expense accounts. You might be responsible for approving them, depending on your company's configuration.

Step 6 - Track your employees' hours

The time management module allows you to create absence, vacation and overtime entries for your employees. To create an entry, open the corresponding control page, select the desired employee and complete the necessary information.

You'll see details of the entry created on the in depth analysis page, and an overview for your team on the summary page.

For more information on creating entries, check out these resources:

If your company uses the timesheet, your employees will need to fill it in Time Management > Timesheet. Folks offers daily and project-based timesheets.

In a standard timesheet, you simply enter the number of hours worked for each day, or for each week.

To approve an employee's timesheet, check the box under the Approval column at the end of the week or period.

Step 7 - Manage careers and certificates

In the certificate management page (Employee Development > Careers and Certificates), you'll find a list of upcoming renewals in the same order as reminders on the home page (if applicable).

The career management page can be used to add progress notes and progressive plans for your employees.

Other important modules

By clicking on Human Resources Management in the left-hand menu, these modules can be visible:

Work Accidents - This module can give you quick access to information enabling you to improve or change certain practices and obtain the necessary reports.
Discipline - The discipline module lets you keep an up-to-date record of disciplinary measures in your employee files.
Performance Evaluation - If the performance evaluation module is available, you may be asked to complete evaluations (see Complete a performance evaluation).

Tips and tricks

When you're in the left-hand menu, you can use Ctrl + click to open a new tab.
To return to the home page, you can click on the Folks icon at the top of the left-hand menu at any time.
The left-hand menu can be reduced and expanded as required.