You have created your employee profiles and completed our training? You’re almost there!
Setting up your Folks environment can be done quickly, but you may also want to plan the platform’s rollout for optimal use.
If you want to launch the platform as quickly as possible, follow the steps below. You’ll also find tips 💡 for creating long-term impact.
👔 Employees: Organizational Structure and Supervisors
After importing your employees, validate their information in the summary (Reports > Summary List > Employees >Employee Summary). You can always create custom fields and use the import/export features to bring in new information.
The next step is to create your organizational structure (job titles, departments, and working sites). However, it’s possible that you already imported this information during the initial import.
If that’s the case, go to the organizational structures to identify the supervisor for each department. You will also need to identify the supervisors of your department heads. Read the instructions below to learn how to proceed.
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Steps to follow 1. If you haven’t already done so, create your organizational structure by adding the desired job titles, departments, and working sites (see the playlist on organizational structures). You can then import this information using the export/import features. 2. Identify the supervisor for each department. This person will automatically appear as the supervisor in the employee profiles working in that department. You can also manually select another person as the supervisor from an employee’s profile. To identify the supervisor of a department head, go to their profile. 3. Once your supervisors have been added, validate your organizational chart (Company > Organizational Structures > Org Chart). To view the complete org chart, simply select the person holding the highest position. |
💡 Are you planning to recruit soon? Consider automating the onboarding and integration process for your new hires. If any steps involve reading or signing documents, add them to your document resources or to the electronic signature module!
The offboarding too can be automated (see Complete steps for configuring offboarding processes).
Did you know? Our requisition feature allows managers to request new resources for their teams or to request replacements. You can set up requisition request forms through Recruiting > Job Requisition >⚙️ icon (see create a configuration for job requisition requests).
📅 Time Management : Norms and Banks
In order to use the time management module, you must add your Holidays and establish employee's norms.
The timesheet can be used to track how many hours your employees have worked. See instructions below.
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Steps to follow 1. Start by adding the Holidays on the organizational standards page (Company > Norms). It is not necessary to establish organizational standards for the initial launch—you can come back to this later. 2. Set up your employee standards and run tests to ensure they are working properly. We recommend creating a test employee and entering absences and vacation entries for this employee. Note that you will need to update your banks at the beginning of the year. 3. If you are using the timesheet, configure it according to its type (Time > Timesheet > ⚙️ icon). For a standard timesheet, just configure the calculation of your Holidays. For a project-based timesheet, you will also need to create projects. |
Did you know? You can manually add employees to the notification list (Settings > Notification Management). You can choose when a notification is sent; for example, any request or changes made to an employee profile.
🔒 Users : Roles & permissions
Once you are done with all the desired configurations, you can invite your employees by creating their user accounts. Make sure you have created roles, assigned the appropriate permissions and verified everything with our team.
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Configuration of roles & permissions 1. Before inviting all of your team to join Folks, make sure you have gone through the existing roles (Settings > Roles & permissions). Also create any additional roles you might need to allow or restrict access to specific modules. 2. If you wish to activate the 2FA authentication for your users, go to Company > Information. 3. A meeting can be scheduled for user management. We recommend it for companies with more than 25 employees to prevent any security issues. If this applies to you, a customer success advisor will have sent you an invitation. 4. Once you are ready, create users for your employees (Settings > Users). An invitation e-mail will be sent. 5. Share our guides : Manager - Folks Overview et Employee - Folks Overview. |
Congratulations!🎉 You are now ready to launch Folks.
👉 Other Modules to Explore
The following modules can be implemented before or after launch to maximize the value of the platform.
Professional Development – Add employee certificates to track their issue and/or renewal dates. Adding training also allows you to track all related costs (instructor, travel, etc.) for development activities.
Expenses Accounts – In addition to leave and overtime requests, employees can submit expense account requests when a request form is available (Employees > Expense Accounts > ⚙️ icon).
Performance Evaluation – Optimize your organizational performance by creating custom evaluations (Career Development > Performance > ⚙️ icon).
Continue to check our Help Center for resources and information on using Folks.
We’re happy to have you with us!