Folks Help Center

Permissions 

In the Folks application, access is managed through roles that can be predefined or customized. Managing human resources information is a critical task to ensure the strict protection of employee and company data.

Default roles

The roles available in Folks are:

• Employee: Limited access to their own information.
• Manager/Supervisor: Access to information of employees under their supervision.
• Payroll: Access to certain employee information to track time and other requests.
• Full Access: Access to all company information.

Learn more about suggested roles.

Special Role

• Company Administrator: Limited to only one person per company, this role has all administrative rights and can configure the application according to the company’s needs.

Role-Based Access Management

Role-based access management allows restricting the visibility of information based on various criteria such as the employee, structure, or specific module. Here are some examples:

• An employee is limited to their own information.
• A manager can see information for the employees they supervise.
• An employee may have read-only access to certain modules.
• A payroll manager can see the timesheets of all employees at an working site.

Using roles allows for better overall access management and minimizes individual exceptions. It is also easier to update, adjust, and track access when it is linked to roles.

Assigning a Role and Traceability

It is strongly recommended to assign roles and permissions to individual email addresses (for example j.doe@abc.com) and not to distribution groups or other shared addresses (for example: hr@abc.com). This not only helps limit the chances of a breach but also allows for more precise identification of who has access to what.

If it is necessary to provide an address based on a group, for example hr@abc.com, it is important to manage access to this address rigorously, notably through password management and/or limited-time sharing.

Key Resources

To better understand the implementation and management of permissions in Folks, access the following resources:

• Overview of Suggested Roles
• Details and Definitions of Roles and Permissions
• Create a User

The user account lifecycle describes the entire process of creating, managing, and deleting a user. A user account goes through several stages during this cycle: activated, deactivated, deleted.

Certain administrative actions in Folks automatically revoke the active sessions of the affected users. The user is then logged out upon their next action in the application.

If the user is inactive at the time of revocation, their effective logout will occur within a maximum delay of 15 minutes.

Action

Modification of a user’s permissions
When an administrator modifies a user’s permissions, their active sessions are invalidated. The user is logged out as soon as they attempt a new action.

Modification of a group
Any modification made to a group results in the logout of all users who are members of that group.

Deletion of a group
Deleting a group automatically unassigns that group from all users who were associated with it. This unassignment in turn triggers the logout of all those users.

Deactivation of a user
A deactivated user is immediately logged out.

Deletion of a user
A deleted user is immediately logged out.

How to - Create a user

1. Access user creation

From the left menu, click on Settings > Users. This page allows you to view and manage all users in your system.

To create a new user, click on + Add at the top right, then select Add a user.

2. Link user to employee profile

Select the employee’s name from the dropdown list. This step is crucial so the user can make requests or view their profile.

Important: Do not skip this step if the user needs access to their personal information.

3. Enter the user's information

In this section, you’ll need to fill out the following fields:

First Name

Last Name

Email – This will serve as the username. The password setup link will also be sent to this address.

Initials – Used to quickly identify who made certain changes on the platform.

4. Assign a role

Choose a security role for the user from the dropdown list. This role determines the user’s permissions and access to different sections of the platform.

Warning: If no role is assigned, you will need to manually configure permissions one by one.

5. Restrict user access

If the user should only have access to their own information, make sure to select "Restrict information to the selected employee". If not, you can give more access by selecting "Visibility of all employees or by structure" and restricting access by working sites and/or departments.

6. Save

Once all information has been entered and verified, click Save Data to finalize the user creation.

Note: The user will receive an email with a link to set their password as soon as you click Save Data. The link in the email is valid for 7 days only.

⚠️ It is important not to manually activate the user, as this will prevent them from setting their password.

Do you have several users to create? Follow the instructions below to do it quickly.

First, make sure that each employee profile contains at least one valid email address (personal or corporate). To see all the addresses at once, go to Employees > Employee List and then View Summary. Scroll right until you see the email columns.

1. Generate users
   Go to Settings > Users and click on + Add (generate users). 
   Note, only the account administrator has the option to add users in bulk.
2. Select corporate email and choose the role with the lowest access level from the list. This ensures that no additional access is granted by mistake during user creation. Once the creation is complete, you can modify the roles of the users for whom you want to expand access. 
3. A loading process should occur, and the number of users created will be displayed.

👉Important: as soon as a user is created, they receive an email inviting them to join Folks and choose their password. This email is valid for 7 days only. As long as the employee has not chosen their password, their user account will remain inactive.

⚠️Attention: for users who will have a role with more permissions (for example, manager or supervisor), it is important to add initials to their user account. This helps to know who made changes/adjustments, approvals, etc. 

The username inside Folks is the user's e-mail address. Each e-mail can only be used once. So how do I create test users to validate that my security roles are appropriate?

The answer is simple and accessible to everyone! When creating a test user, add your e-mail address (courriel@company.com) to the e-mail field. However, you need to modify it a little by adding +something just before the @. Ex: e-mail+1234@company.com or e-mail+employe@company.com 

This e-mail will be seen by Folks as an e-mail not used by another user and will enable you to create several users with your own e-mail. This manipulation sends e-mails to an alias of your e-mail address, and you'll receive messages sent by Folks in your real mailbox. You can add anything after the + symbol to identify the user and the e-mails received from the platform. However, each alias can only be used for one user. If you delete a test user, the e-mail alias for that user will be accessible again. 

It’s important to assign initials to each user, as this allows you to see who made certain changes.
In several modules, you’ll notice a “Modified by” column. This column displays the initials of the last user who made modifications, allowing you to have a more accurate record of changes.

To add or edit initials:

1. Go to Settings > Users.

2. Find the user in the list and click the Edit button (paper/pencil icon).

3. Add the initials in the appropriate field.

4. Click Save.

Important

The system does not validate whether the initials are already used by another user.
Make sure that each user’s initials are unique to easily identify who performed an action.

In Folks, profiles present all employee information. Discover the different tabs available and what you can find depending on your permissions.

Administrators can access employee custom fields by clicking on the icon. To view employee history, simply click on View summaries.

Auto-onboarding is a feature that allows you to quickly create employee profiles. You can collect the necessary information using an automated form sent by email. This allows the employee to fill in their own information or confirm that it has been entered correctly. This speeds up the onboarding process for new employees.

Steps for sending a form

1. From the left menu, go to Employees > Employee List and click + Add an employee.

2. Fill in the required fields: last name, first name, and personal email address.
   👉 Note that this is the address to which the employee will receive the email allowing them to complete the form. You may also fill in other optional fields such as job title, phone number, hire date, etc.

3. Once the information has been added, check the option to send a form to the employee and select the information they will need to provide by marking the appropriate boxes. You can also request that the employee upload documents by checking the corresponding box.
   

4. Enable email notifications for yourself and/or the employee’s supervisor.
   

5. Click Add employee. The employee will immediately receive an email containing the form to fill out with their personal information.
   👉 Note that the link sent to the employee is only valid for 7 days.
   ⚠️ If the employee lands on an error page, it means the link has expired or has been canceled.

Required Fields

You can make certain fields required when sending the form to your employees. This helps prevent the accidental submission of an incomplete form.

👉 By default, no fields are required. You must enable this option for each field based on your needs.

First check the general field you want displayed. When selecting each field to be completed, you have the option to enable the Required toggle. Make your selection, then save. If you check use these choices as default for my future requets, your settings will be saved for future submissions.

For employees receiving the form, required fields will be identified by an asterisk (*) next to the label. These fields must be completed before proceeding to the next step of the form.

Custom Fields

If you have custom fields in your employee profiles, it is possible to make them available in the onboarding form. Only custom fields related to personal information or non-salary information can be displayed and completed in the form. From the employee profile configuration (Employees > Employee List and click on the gear icon), make sure that “Profile Section” is set to Personal and that “Salary” is set to No.

Sending the form to an existing employee

If the employee profile has already been created, it is still possible to send the request form. To do this, you must:

1. Go to Employees > Employee List and click on the three vertical dots ⋮ on the row of the employee to whom you want to send the form.
2. Click Send a profile completion request.
3. Select the information the employee must provide by checking the matching boxes. It is also possible to request that the employee adds documents by checking the documents box.
4. Enable email notifications for yourself and/or the employee’s supervisor.
5. Click Send. The employee will immediately receive an email containing the form to complete with their personal information.

👉 Note that the link sent to the employee is only valid for 7 days.
⚠️ If the employee lands on an error page, it means the link has expired or has been canceled.

Tracking requests

A temporary visual indicator ⏳ is added next to the employee’s name, directly in their profile, to signal that form completion is pending. This indicator will also be visible in the main list under Employees > Employee List.

From the employee list, you can resend the form or cancel the request by clicking the three vertical dots ⋮.

The information completed by the employee is automatically added to their profile.

The employee can also access and complete this form from their mobile phone.

This article explains how to create a new employee in the system.

Note: It is also possible to create multiple employees at once by importing data. This procedure focuses on manually creating a single employee.

Steps to Follow

1. Go to Employees > Employee List.

2. Add an Employee
   Click Add Employee in the upper-right corner of the page.

3. Fill in the Basic Required Information
   Enter the following information:

   First name

   Last name

   Corporate information, if available (except supervisor, see tip below) 

4. Save or Continue Profile Creation
   After entering the basic information, you can:
   - Finish the addition and complete the profile later, 
   or
   - Continue editing to access the edit profile mode.

Required Information for Payroll Connection

Important:
If your organization is connected to a payroll system, certain personal and corporate information must be completed to allow data synchronization.
Warning icons will appear if these fields are not filled in; hover over them for more information.

Managing the Organizational Structure

Tip: If you have already assigned department supervisors in your organizational structure, there is no need to assign them manually to each employee. The system will default to the supervisor of the department by itself. To learn more about this feature click here.

Adding Documents or Additional Information

Once the profile is created, you can add:

• documents (e.g., contracts, certificates, supporting files), or

• other complementary information, directly from the tab bar within the employee profile.

In addition to creating individual folders in each employee profile, it is possible to create folders common to all employees. 

Creating generic folders

Go to Employees > Employee list and click on the gear icon to access the configuration mode. Under the second tab (folder management), you can create a new folder, as well as rename or delete existing generic folders. The folder creation will apply to all employees. This folder will also be present by default in the profiles of new hires. 

This allows you to avoid repetitive manual configuration for each employee and to standardize document management for all employees.

Deleting generic folders

To delete a folder, go to Employees > Employee list and click on the gear icon. Under the folder management tab, you will see all existing generic folders. To the right of the folder to be deleted, click on the three vertical dots ⋮ and select delete. The folder will be deleted for all employees. The documents it contains will automatically be moved to each employee's permanent folder.

⚠️Warning: this action is irreversible. 

To manage folders individually (employee profile) go to Document management in employee profiles. 

Who has access to managing generic folders?

Every user with the permission to access profile customization. 

Steps to follow

1. Access the employee profile by navigating to Employees > Employee List.
   Select the employee whose email you need to validate. The employee's information will appear on the screen; locate the email address you need to validate.

⚠️ If the desired email address (Personal Email or Corporate Email) is not entered in the employee's file, click the pencil icon in the corresponding category (Personal or Corporate Info) and add the information. Don't forget to save.

Electronic Signature: If both the Personal Email and Corporate Email are validated for an employee, Folks will use the Corporate Email by default. When selecting signers, if an employee does not appear, it means that no email address is validated in their file. Validate one of their email addresses, and they will appear.

2. Press the Validate Email button below the email address to be validated.
   A validation email will be sent to that address. The employee must click the confirmation button within the email. A page containing a confirmation message will open.

3. In the Employee Profile and Employee Summary, a checkmark  will be displayed next to the validated email address field.

👉 If the employee does not receive the validation email, check with them that the address in their file is correct and that the validation email is not in their spam/junk folder.

To validate ALL corporate or personal email addresses at once, go to the Employee Summary and click Validate Emails in the header of the column for the type of email you want to validate. The system will complete the steps above for all non-validated emails simultaneously.

Custom fields add information to the employee profile that Folks does not provide by default (e.g., uniform size, work shift, bonus).They can be created for all employees or for a single profile.

Permanent fields cannot be edited in the employee profile. To display new information, you must create a custom field.

Tip: If you add several fields, organize them in a logical order and save after each change.

Added fields will be available in the profile(s) under the Other relevant information section, at the end of the Personal, Corporate or Payroll tab.

Create a custom field for all employees

You can customize profiles by creating custom fields. To do so, go to the employee list and click the gear icon in the top right.

In the Profile customization tab, click Add new item. 

• French field name and English field name
  If your system is unilingual, edit only the field name in the language of your system.
• Profile section: Personal, Corporate or Compensation
• Field type: Alphanumeric, Date or Dropdown list
  For a dropdown list, add the list items using the button provided for this purpose.
• Salary (Yes/No) - When this function is enabled, the field will be affected by the Hide salary permission.
• User role (Yes/No for dropdown lists only) - When this function is enabled, the field can be used to restrict user access.
• Headcount (Yes/No for dropdown lists only) - The field will be used in the headcount number structure in the organizational chart.

The field will be available in each employee's profile.

Create a custom field for a specific employee

You can create a custom field for an individual employee by going to their profile and clicking the gear icon. Then, simply click the Custom fields tab to select the type of field you want to create.

The field will be available only in this employee's profile.

FAQ

I don't see the gear icon that leads to the configuration. Your role does not have the employee profile configuration permission required to configure custom fields.

My field does not appear in the onboarding form. Only personal or non-salary fields can be displayed there (see Employee Auto-onboarding).

Folks offers two types of expense account configuration, each with its advantages.

Configuration types

Creating a configuration

As an administrator, you can create a configuration for expense account requests as follows.

1. In Folks, navigate the expenses customization page Employees > Expenses accounts and click on the gear icon ⚙️to access configuration. 
2. In the configuration form, give your configuration a name, then select the desired expense account type.
   • If you are creating a configuration With restriction, expenses can be limited to certain categories only. Employees must attach a proof like a receipt.
   • If you are creating a configuration Without restriction, define the per diem amounts for meals and mileage. We recommend that you use the Show project field option to allow employees to indicate whether certain expenses should be applied to specific project budgets.
3. Under the Employees selection section, select the structures or employee to which the configuration is to be applied. By default, the Apply to an organizational structure option is selected, and the configuration is applied to all working sites and departments. To target a specific employee, select the Apply to an employee option. When a configuration is created for an employee, it is automatically assigned the employee's name.
4. Under the Approvers section, select the person(s) who will approve expense accounts. Requests are sent to the first approver, then to the second approver (if configured).
   • Approver 1 (mandatory) - You can select the desired person or keep the (employee) Supervisor option. Note that when no supervisor is assigned to the employee, the expense request will be automatically approved without validation.
   • Approver 2 (optional) - Accountant or other responsible person
5. When you have finished, click Save.

Employees can submit expense accounts by clicking on the requests icon in the Folks header (see Send an Expense Account Request). Approver(s) will receive email notifications of requests awaiting approval.

As an administrator, you can view all requests, process a pending request on behalf of another person, and delete any expense account request.

To delete an expense account configuration see this article.

You can send an expense account request as follows.

If you don't see the option, it means that no configuration applies to you.

1. In the header, click on the + Make a request button and select Expense account.
2. On the request page, complete the necessary information according to your company's configuration.
3. If you wish, you can attach files to your request.
4. When you have finished, click on Send request to send it now, or on Save without sending to save the request as a draft.

It will be possible to edit or delete your request if it is in draft form or if it has not yet been approved in Employees > Expense Accounts. It will also be possible to edit a request that has been rejected to correct the details.

Once submitted, your request will automatically generate an e-mail to notify the approver(s) of your request. Once your request has been processed, you'll receive an e-mail to let you know whether it has been accepted or rejected.

This article is aimed at expense account approvers who wish to learn how to process requests received in the expense account module.

Processing and editing a request

When employees send you expense accounts, you can see them in the Pending requests section of the home page. Clicking on a pending expense account request takes you to the expense account module (Employees > Expense accounts).

We suggest you view the request before approving it, to verify the information. To do so, click on the eye icon. Under the Approval column, you can click on the check mark to approve the request, or on the x to reject it. Under these options, Next indicates the person who must approve the request.

To edit the request, click on the edit icon (pen/paper). In the request details at the bottom of the page, you can save your changes.

Wether or not the request is approved, an email will be sent to the employee to inform them of your response.

Deleting a request

When a request is awaiting your approval, you can click on the trash icon to delete it. Once approved, you can only view the employee's request. You can also delete a rejected request.

1. Go to the Employees > Expenses accounts section.

2. Click on the eye icon to access the detailed request.

3. Click on the paperclip icon to download an invoice attachment(s) or general expense account attachments.

4. A window will appear. Locate the desired attachment and click on the label of the attachment to download it and view it.

💡TIPS :

To download all the attachments at once, click on Download everything.

The Show Project Field option allows you to add an alphanumeric field in the expense form. This field lets employees indicate the name of the project associated with the expense, for reference purposes only.

How to Enable It?

1. Go to Employees > Expenses Accounts.

2. Click the gear icon ⚙️ in the top right corner.

3. In the expense account settings, check the box Show Project Field.
   

How the project field will be shown to employees:


👉 Note: The Project field in expense accounts is completely independent from the projects in the timesheet module. It is for reference purposes only and does not affect project tracking in timesheets.

.

1. Go to  Employees > Expense accounts. Click on the gear icon ⚙️ to access configuration. 

2. Click on the drop-down for Saved configurations. Select the one you'd like to delete.

3. Click on Delete.

💡Tip: Requests previously made with the deleted configuration will not be deleted from the platform. You will be able to find them by accessing the detailed analysis of the employees' expense accounts through Employee > Expense accounts section.

⚠️WARNING : If a structure or employee configuration is deleted, the affected individuals will lose access to apply for an expense account or will be covered by another existing and more general configuration.

The new Work Accidents module brings together your company’s employee accidents, their follow-up notes and their consolidation.

This article gives you an overview of what to expect and how to get around before the upcoming release.

Watch the video below for a quick overview.

Page overview

In Folks, go to the Health and safety > Work accidents module.

Work accidents are displayed in a table. To choose the columns displayed and their order, click the icon to the right of the table. The Employee and Accident date columns are always displayed.

Search, filter and sort options are also available. The Accidents not consolidated option shows unconsolidated accidents that occurred outside the selected period, meaning that all unconsolidated accidents will be shown.

To take action on an accident, click (More options) at the end of its row, then choose:

• View details - Opens the accident form.
• Edit - Opens the accident form so you can correct or complete the information. You can also edit by clicking the accident. Note that consolidated accidents cannot be edited.
• View file notes - Opens the file notes tab (see Add a note).
• Consolidate / Reopen file - Consolidates (closes) an accident file or reopens a file that has been consolidated. These actions are also available in the accident record (button in the top right).
• Delete - Deletes the accident.

Below the table, the Total row adds up the absence days for the accidents displayed. The number of accidents displayed appears in the bottom right, next to the pagination.

Actions

Add a work accident

You can create a work accident entry from the employee's profile or by following these steps.

1. At the top right of the page, click the + Add an accident button.
2. On the page that opens, select the desired employee. Check the Show inactive employees box if needed.
3. Select the accident date, event type and accident or illness type. These fields are required. You can also select the date the employer was notified and the affected body parts.
   Tip: Fill in the fields based on the information you have available. You can add the remaining information as you receive it.
   
4. Then add an explanation of the accident and enable the applicable options.
   • Impact - Indicate whether the accident caused an absence or whether a temporary assignment is offered.
     • For an absence, you must specify the start and end dates.
       Important: In the event of a partial return or temporary assignment, it is important to edit the missed days to remove the days worked. No absence entry will be created when you save, as this is for informational purposes only. To learn how to create an absence request, refer to the article Create an absence entry for an employee.
   • Prevention - Indicate whether corrective measures have been taken.
   • File - Indicate whether the accident was declared to the provincial compensation board (CNESST, WSIB, etc.), whether the file was contested or whether the file is consolidated.
     • For a declared file, you can enter the file number and the compensation agent's contact information. WSIB Form 7 is available only for companies in Ontario.
     • For a consolidated file, you can enter the file consolidation date. A consolidated (closed) file cannot be edited. You can only add notes and attachments to it or reopen it.
5. You can add up to 10 attachments.
6. When you are done, click Save.

Once the accident has been added, you can edit it, add more notes, consolidate it (if it has not already been consolidated) and delete it.

Add a note to an accident

Notes let you keep track of each step after the accident: medical visit, gradual return, conversations with the employee. You can add notes for future dates to get reminders on the home page, even for inactive employees. Notes for the next 14 days are displayed in the reminders section below the calendar. To add a note, follow these steps.

1. Find the accident in the list, for example by using the search.
2. Click it, then click the File notes tab, which shows the notes already entered.
3. Click + Add a note.
4. Enter the date (yyyy-mm-dd) and explanation. Both fields are required.
5. Add attachments if needed, up to 25.
6. Click Save.

To edit or delete a note, click (More options) at the end of its row. You can also export the notes.

Export accidents and view the summary

The Export button generates an Excel file of what is displayed on the screen. To choose the columns to export, click the icon.

The View summary button provides an overview of accidents by HR year, with statistics and the organization's norms. Clicking an employee displays all of their accidents.

Note that the summary displays only the employees you have access to, according to your permissions.

To create a work accident entry: 

1. Go to the Health & Safety > Work accidents section and click on the + Add button.

2. Select the employee from the drop-down and complete the fields related to the accident.

3. In order to add the missed days to the accident, uncheck No absence days to add a start and end date of absence and thus see the calendar of the missed days. In the event of a partial return or temporary assignment, it is important to edit the days missed to remove the days worked. 
   No absence entry will be made when saving, as this is informational only. For information on how to create an absence request, refer to the article Create an absence entry for an employee.

4. If the file is consolidated, you must select Consolidated file and add a consolidation date.
   ⚠️Warning: a consolidated file cannot be edited. You can easily re-open it by clicking on the file icon in the file status column of the work accidents analysis page.

5. Click on Save. 

💡TIPS AND TRICKS

You can leave some fields untouched depending on the information you have on hands. You will be able to add the other information as you go. 

The severity of the accident will not be considered in your KPI statistics. Each of the accident entries will be equal to the value of 1 per accident.

1. Go to the Health and Safety > Work accidents section.

2. Locate the work accident entry, click on Update under the Profile notes column.

3. A window will open. To add a note, enter the date and your notes in the empty fields at the bottom of the window. If needed you can also add attachments.

4. Click on Add to save changes.

To delete a work accident entry:

1. Go to the Health and Safety > Work Accidents  section

2. Locate the request to delete

3. Swipe right until you see the paper/pencil icon to access editing

   

4. On the editing page, click on delete at the bottom left

5. Confirm the deletion

After adding a note to a work accident, a reminder will appear on your home page 2 weeks before the date indicated in the note on file. The reminder will disappear the day after the date indicated in the accident file note.

You can also see the notes by going to Health & Safety > Work Accidents and clicking on Update under the Profile Notes column.

For more information on how to enter a work accident, please refer to the article Create a work accident entry.

Follow the steps below to add a discipline to an employee:

Adding a Discipline

There are two ways to add a discipline to an employee:

• Through the employee's profile directly under the discipline tab then + Add
• Through the Employees > Disciplines module and + Add (best if you have several disciplines to add)

When you click on + Add, simply fill in the required fields and save. You can also add attachments.

Editing or deleting a discipline

When you go through Employees > Disciplines, you can view the disciplines added according to a chosen date. Click on the pencil icon to edit the entry or delete it. You can also click on the paperclip icon to view attachments (if any). 

View the summary

Click on Employees > Disciplines > View Summaries to access the summary of disciplines for the entire company. You will see all employees with visual alerts (green, yellow, red) according to the standards configured beforehand. You can also configure a different standard for each month. To do this, go through Company > Norms.

The arrival or departure of an employee involves a series of essential tasks which, when managed manually, quickly become a source of oversights and delays.

The Onboarding and Offboarding module allows you to configure standardized processes once, then trigger them automatically for each employee, with real-time tracking and built-in reminders.

Here is an overview of the available features and guides to assist you.

You also have access to the following resources:

• Successful Onboarding Checklist
• Exit Interview Template

Features and Benefits

• Automation of Administrative tasks – Save valuable time and focus on human support.
• Automated Schedules and Reminders – Assign tasks owner, set due dates, and enable email reminders.
• Personalized Onboarding Plans – Provide each employee with an experience tailored to their job title.
• Progress Tracking – View task progress at a glance to intervene quickly and ensure a smooth transition.

Module Permissions

In roles and permissions, under Accessible Pages, you will find:

• Process List and Management
• Configuration
• Departure List
• Add / Edit 

Special permissions allow granting additional rights to the user beyond the already defined restrictions. These rights include reading and editing processes for all employees.

Process Configuration

Before triggering onboarding or offboarding processes, it is important to configure them in the module first (Onboarding/Offboarding > Process > ).

Set up standardized processes with drag-and-drop organizable tasks and link them to one or more job titles so they are suggested when triggered.

Within a process, it is possible to set the due date of a task and edit the person responsible for it without affecting the original task (template).

• Configuring an Onboarding or Offboarding Process
• Best practices for Onboarding and Offboarding Processes

Triggering Processes and Tracking Progress

Once a process configuration is complete, you can trigger it and track task progress directly in the module (on the Process page). When a process is triggered, task owners receive an email notification.

You can also view an employee’s process history in their profile (under the Processes tab).

It is possible to add tasks to active processes. If an employee with ongoing tasks becomes inactive, their tasks will be reassigned to another owner.

• Trigger an Onboarding or Offboarding Process
• Managing Onboarding and Offboarding Processes and Tasks

Managing My Tasks as an Employee

Each employee can view the tasks assigned to them in their profile (under the My Tasks tab) in order to complete them.

• Managing Onboarding and Offboarding Processes and Tasks

Managing Offboardings

You can record an employee’s departure to include it in your KPIs. To trigger an offboarding process, the employee’s departure does not need to be recorded.

• Adding a Departure

Additional Resources

The following resources are also available to you:

Folks allows you to define tasks to be completed when one of your employees arrives or departs, ensuring they are completed according to the scheduled timeline. This configuration is done through the Onboarding/Offboarding module.

Access to process configuration requires the Processes > Configuration permission.

• Create a task
• Create a process
• Trigger a process
• Track the progress of a process

Key Concepts

• Task template: A task independent of any process. The same template task can be reused in multiple template processes, with the ability to override the responsible party or due date for a given process without affecting the template task itself.
• Process template: A configurable template that defines which template tasks it includes, in what order, and to which job titles it is associated. It can be modified at any time, and these changes apply only to future triggers, never to processes already triggered.
• Triggered process: The copy created when a template process is triggered for a specific employee.
• Active process: A triggered process whose status is In progress or Late. An employee can have only one active process at a time.

Create a Task

You can start by creating the desired tasks so you can select them when creating a process. By creating tasks independent of processes, you can create generic tasks that can be modified as needed once added to processes.

1. In Folks, navigate to the Onboarding/Offboarding > Process module.
2. At the top right of the page, click the gear icon (Configuration).
3. Under the Tasks tab, click + Create task.
4. On the task creation page, enter a name for the task and specify whether it is an onboarding or offboarding task. For example, you could create the task Create the employee folder in Folks and indicate in the description to fill out the Corporate and Payroll sections. Check out our best practices for more examples.
5. Enter a description.
6. You can add up to 3 links and 3 attachments.
7. Assign a responsible party for the task by selecting a specific employee or a role (Supervisor or Employee). The task will automatically be assigned to anyone matching that role when the process is triggered.
8. Select a due date.
   • At the start date - The due date will be the date the process is triggered.
   • (Onboarding only) At hiring date - The due date will be the employee’s hire date.
   • (Offboarding only) At end rate - The due date will be the employee’s end date.
   • (Onboarding only) Return date - The due date will be the employee’s return date.
   • Custom - The due date can be a date after the trigger, before/after the hire date (for an onboarding task), or before/after the end date (for an offboarding task).
9. By default, email reminders are enabled. Tasks with email reminders enabled are grouped in a summary email sent every Monday at 8 a.m., starting the week the task is due. A reminder will also be sent one day before the task’s due date, then one day after if it is overdue.
10. When finished, click Save.

Once the task is created, you can edit, duplicate, or delete it. If you delete a task included in a triggered process, it will remain visible.

You can also customize the view to streamline the table.

Create a Process

When creating a process, you can link your existing tasks or create tasks to link while creating the process.

1. In configuration, under the Process tab, click + Create a process.
2. On the process creation page, enter a name for the process and specify whether it is an onboarding or offboarding process.
3. Enter a description.
4. Select previously created onboarding or offboarding tasks from the dropdown list. This way, you can make changes that will apply only to this process. You can also create a new task to add to this process. This will also add it to the list of reusable tasks. Adjust the display order of tasks as needed.
5. Associate one or more job titles with the process. When an employee has one of these titles in their profile, this process can be assigned and triggered at the appropriate time. You can also associate the process with all job titles by selecting your company.
6. When finished, click Save.

Once the process is created, you can edit, duplicate, or delete it by clicking on (More options). The process type cannot be changed. If you make changes to tasks in the process, they will apply only to the active process.

You can customize the view to streamline the table (icon to the right of the table).

Trigger a Process

When ready, processes are triggered directly in the module by clicking the Launch a process button (see Triggering an onboarding or offboarding process).

Once a process is triggered, you can view, complete, or cancel it. If you complete or cancel the process, all unfinished tasks will be marked as completed or cancelled.

Track the Progress of a Process

The processes page lists all triggered processes. You can track task progress and see the process status (In progress, Overdue, Completed, or Cancelled). The end date of the current process is the date of the latest task.

Click a process to see the tasks. Depending on your permissions, you can make changes. If the task is assigned to you, you can complete it.

You can complete or cancel it.

When you deactivate an employee with ongoing tasks, you will be prompted to reassign the tasks to another responsible party.

For more information on managing processes and tasks, see this article.

You can launch a process for an employee from the Onboarding/Offboarding module or from their profile. The permission Processes > Allow editing and triggering is required.

When a process is triggered, the task owners immediately receive a notification email. It is therefore essential to trigger the process at the appropriate time. If a task is assigned to an employee who does not yet have a user account, that person will not receive an email.

A status is visible for each triggered process: In Progress, Late, Done, or Cancelled.

If you complete or cancel the process, all unfinished tasks will be marked as completed or cancelled.

Please note that it is not possible to launch a process for a promotion or a job change. However, you can manually launch an onboarding process for an employee who is already on staff, with deadlines based on the start date or a return date.

From the Processes Page

1. On the processes page (Onboarding/Offboarding > Process), click the +Launch a process button at the top right.
2. In the window that opens, select the desired employee. If the employee already has an ongoing process, you must complete or cancel it before triggering a new one.
3. Specify the type of process (Onboarding or Offboarding) to select it from the dropdown list. If the process does not appear, either the employee does not have a job title, or no process exists for their job title.
4. Under the process details, you can select or create new tasks as needed. When creating a new task, it will be added only to the employee’s process. It will not be saved as a template and cannot be reused in other processes. The order of tasks can be modified.
5. When you are finished, click Trigger.

Once the process is triggered, you can view, complete, or cancel it by clicking on (More options). Clicking on the process also allows you to view it and modify the tasks (task owner and due date only).

You can use the search functions to filter the list or click on the column headers to sort them.

To customize the view, click the icon to the right of the table.

From an Employee's Profile

1. Navigate to the employee’s profile.
2. Click on the Processes tab, then click the +Launch a process button at the top right.
3. In the window that opens, specify the type of process (Onboarding or Offboarding) to select it from the dropdown list. If the process does not appear, either the employee does not have a job title, or no process exists for their job title.
4. Under the process details, you can select or create new tasks as needed. When creating a new task, it will be added only to the employee’s process. It will not be saved as a template and cannot be reused in other processes. The order of tasks can be modified.
5. When you are finished, click Trigger.

Once the process is triggered, you can complete or cancel it by clicking on (More options). You can also add new tasks and modify existing tasks.

You can use the search functions to filter the list.

Each launched process consists of tasks to be completed. This article explains how to manage these processes and their tasks, depending on your role: administrator, supervisor, or employee.

For Administrators

Under Onboarding/Offboarding, the Process page allows you to track the progress of tasks for all triggered processes in your company. Click on a process to view its tasks.

When a process is active, you can view, complete, or cancel it. If you complete or cancel a process, all tasks will be marked as completed or cancelled. You can also edit and delete tasks within an active process.

You can view an employee’s process history in their profile (under the Processes tab).

For Supervisors

On the home page, with the All view, you can review your team’s ongoing processes by clicking View Processes.

Under Onboarding / Offboarding, you can also go directly to the Process page, which lists all triggered processes for your employees.

In your employees’ profiles, the Processes tab lets you review their process history. Click on a process to view its tasks. It is also possible to add tasks to active processes if you have editing permission (Allow editing and triggering of processes).

For Employees

When tasks are assigned to you, you will receive an email notification.

On the home page (under the Me view), you can view tasks assigned to you by clicking View My Tasks.

You can also access your tasks directly from your profile (My Tasks tab). When you click on a task, the details open in a side panel. You can mark the task as completed either in the list or in the side panel.

You can record an employee's departure so that it is reflected in your KPIs. This can be done from the onboarding / offboarding module or from the employee's profile by deactivating or terminating them.

• From the departures page (one or more employees)
• From an employee's profile

To trigger a departure process, see this article. Recording the employee's departure is not required. These are two independent features.

In addition, launching a departure process does not record the departure or change the employee's status.

From the departures page

Record the departure of one or more employees. The Departures > Add / Edit permission is required.

1. In Folks, navigate to the Onboarding / Offboarding > Offboarding module.
2. At the top right of the page, click the + Add button.
3. On the page that opens, select the desired employee(s). Check the box Show inactive employees box if needed.
4. Indicate whether it is a permanent departure or a temporary layoff.
5. Select the date of their last day of work.
6. Enter the legal reason for their departure. If it is a voluntary departure, check the Voluntary departure box. For a temporary layoff, specify the following :
   • The type of temporary departure
   • An expected return date
   • Whether seniority should be calculated during the employee's absence
7. Add the detailed reason for the departure as a comment. This field is mandatory.
8. You can add up to 3 attachments.
9. When finished, click Add.

You can edit or delete the departure by clicking on (More options). Clicking on the departure also allows you to edit it.

If you want to export departures, use the search functions to filter the list or click on the column names to sort them.

To customize the view, click the icon to the right of the table.

From an employee's profile

Record an employee's departure when you deactivate or terminate them.

• Inactive status - Deactivating an employee sets them to inactive while keeping their data. They can be reactivated at any time if necessary.
• Terminated status - Terminating an employee removes them from the active list, but their information and history remain accessible in the system. No data is deleted.

1. Go to the employee's profile.
2. Click on their status below their name.
3. In the window that opens, select the desired status.
   • If you select Inactive status, you must enter the employee's departure information. By default, the option Include in statistics is not checked. You must check it if you want it included in the KPIs and for the departure to be visible on the departures page.
   • If you select Terminated status, you must enter an end date in addition to the employee's departure information. Departure details will only be available in the departures module. By default, the departure is included in the statistics. You can uncheck the option if needed.
4. When you are done, click Edit. If the employee has ongoing tasks, you will be prompted to reassign the tasks to another manager.

On the departures page, only employees included in the departure statistics appear in the table.

By accessing Reports > KPI, under Rates and trends, you can view the following data:

• Departures - Total number of departures, including both voluntary and involuntary departures
• Voluntary departures - Number of voluntary departures for the month
• Involuntary departures - Number of recorded involuntary departures

Only the user with the role of Company Administrator can make this change. To change the Company Admin, please follow these steps: 

1. In the navigation menu, go to: Company > Information
2. In the field for Contact Name input the name of the new company admin. Click save data.
   👉 It is important that this be done first since once you give the admin to someone else you won't be able to change it. 
3. Click on Change Admin. 
4. Select the username of the new administrator from the list and click on OK.
   The first and last name entered in the user information will be put in brackets in case you do not recognize the username (user's email).
5. After pressing OK, you will be able to modify the accesses of the former Company Administrator as needed.

1. Go to the Edit positions tab via Company > Organizational Structure. 

2. Click on + Add at the top right of the page.

3. Enter the job title name (required) and any other necessary fields.

👉 TIPS AND TRICKS: It is possible to have bilingual structures if needed. This allows you to enter the French & English name for the same job title. 

If you are the administrator of your system, go to Company > Information and enable the BILINGUAL ORGANIZATIONAL STRUCTURES option to access this feature.

4. Save. From this point on, you should see this job position as an option.

It is possible to change the supervisor for all employees within a department. This is managed through an automatic rule in your organization’s structure.

Steps to Follow

1. Go to Company > Organizational Structure > Departments.

2. Locate the department in the list and click the edit button (pen & paper icon).

3. A window will appear. Select the supervisor from the Employee Supervisor dropdown menu, or [Site name] Supervisor if multiple sites are configured.

4. Click Save.

Important

The change will apply to all employees linked to this department.
However, employees whose supervisor has been manually modified in their profile will not be affected by this update.
To learn how to reapply the automated supervisor assignment rule for an employee, refer to the article Default Supervisor Assignment

Here is a review of how organizational standards work, particularly the business objectives that you can track on the detailed analysis page of the dashboard. You will also see how to plan your objectives based on your current situation.

You can adjust these objectives throughout the year according to your needs.

Actions

To access the organizational standards page, in the main menu, go to Company > Norms. By default, you should already be in the organizational tab. 

• Edit public holidays - This button allows you to enter your organization's holidays (see Set up holidays and Set up holiday calculation for the timesheet).
• Edit and Save - Use the edit button to enable modification of organizational standards. Don’t forget to save your work when you’re done. The annual total is calculated based on the average of the cells.
• Print - It is possible to print or export the page content by clicking the print button.

Configuration

If you are at the end of your year, you can enter data for the beginning of next year, as it will be more realistic regarding your KPI statistics. Remember that for this section, you can leave fields empty, if you currently have no data,

It is crucial to take your HR year into consideration when setting up your objectives.

Employee Absences

This standard is the absenteeism target for your employees. If you don’t have an absenteeism target, we suggest calculating absenteeism rates in your organization as follows:

• For the entire organization: The total allowed sick absences for all employees in your organization multiplied by the total number of employees in your organization.
• By working site: The total allowed sick absences for all your employees based on their working site multiplied by the number of employees at this working site.

It is important to leave yourself some leeway, so add a figure higher than the calculation you just made.

Workplace Accidents

What is your target for the number of workplace accidents this year? Don’t forget that occupational illnesses are also included in the calculation, for example, burnout or fatigue.

Training Budget

What is your training budget this year? Simply enter the budget you have planned for training this year.

Training Hours

What is the target number of hours you want to allocate to training this year? This will ultimately indicate how many hours employees will spend in training instead of production.

Number of Departures

How many departures do you expect to have within your company this year?

Complaints

If you use a complaint system, how many customer complaints do you expect to have during the year?

Discipline Issues

What is the target number of disciplinary cases in the organization this year?

Accumulated Time

What is the target number of overtime hours in the organization this year?

Employee standards in Folks allow you to set the thresholds that your employees must meet.

In this article, we provide an overview of the actions and options available on the employee standards page. We will also give you tips and tricks for managing your data and the best timing for setting up standards.

Actions

To access the employee standards page, in the main menu, click on Company > Norms and click on the Employees tab.

• Edit and Save data - Use the edit button to enable modification of employee standards (see Add norms to an employee). Remember to save your work when you are finished.
• Use Previous Year - This button allows you to copy your previous year's data into the current year.
• Print summary - It is possible to print or export the page's content by clicking the print button.

Types of Standards

Among employee standards, you can find banks, goals, and limits. See the definitions below to learn more.

Definitions

Absences

The Absences standard is defined as the absenteeism goal for this employee. This standard triggers a warning when an employee meets or exceeds the standard so that you can review their file and decide if it is problematic or not. It is important to note that illnesses are included in this goal.

Absence/Sickness

The Absence/Sickness standard is for the bank of sick hours or days that you offer your employees. It is important to understand that the standard represents the initial balance/bank at the start of your HR year. Subsequently, the balance will adjust based on the various entries made throughout the year. Absences/sickness count towards this employee's absenteeism and the rates calculated by your Folks.

Accidents

The Accidents standard is defined as the goal for the number of accidents or near-accidents for this employee. This standard triggers a warning when an employee meets or exceeds the standard so that you can review their file and decide if it is problematic or not. It is important to note that occupational illnesses are managed in this module and included in this goal.

Accumulated Time

The Accumulated Time standard is the maximum number of hours employees can have in their bank. This is not the number of overtime hours worked, but rather the maximum accumulated in the bank at a given time.

Overtime Starting From

Useful if you use the timesheet

The Overtime standard is used only when the basic or project timesheet is enabled. It is the limit between hours considered regular and those that will fall into the overtime section and can be accumulated at regular or premium time or paid at regular or premium time.

Vacations

The Vacations standard is the bank of vacation hours or days that your employees accumulate. It is important to understand that this standard represents the initial balance/bank at the start of your vacation year.

The reference year for vacations is not necessarily the same as the HR year. Furthermore, year after year, you will be able to transfer balances from previous years to adjust what was really accumulated the previous year and retain only the equivalent percentage of vacation accumulation (4% = 10 days, 6% = 15 days, etc.). The total here is the amount of time you allow your employee to take based on what they worked the previous year. See the labour law applicable to your place of employment for more details.

Personal/Mobile

The Personal/Mobile standard is the bank of personal/mobile hours or days you offer your employees. It is important to understand that this standard represents the initial balance/bank at the start of your vacation year. The reference year for personal/mobile days is the same as for vacations and is not necessarily the same as the HR year.

💡Tip: However, if your personal/mobile days reset according to the HR year and you want them calculated in the absenteeism rate, you can leave the Personal/Mobile column empty and include them in the Absence/Sickness column. To differentiate them, you can have the list of absence reasons modified.

Discipline

The Discipline standard is defined as the goal for the number of disciplinary notices for each employee. This standard triggers a warning when an employee meets or exceeds the standard so that you can review their file and decide if it is problematic or not.

💡Tip: It is important to note that we suggest including verbal warnings in the discipline module (Employees > Disciplines). This allows them to be included in this goal.

The customization of standards for each employee is a key element in aligning individual goals with the company’s requirements. This guide provides a detailed procedure for effectively updating these standards in your management system.

1. Go to Company > Norms and select the employees tab.

2. Click on Edit.

3. Locate your employee in the list.

4. Locate the column of the norm you wish to configure.

5. Add the norm related to the employee.

   ✏️ To make a change that will impact everybody, enter your values in the table header All Employees to apply a standard to your entire staff all at once.

6. Click on Save Data.

7. A confirmation window will appear, asking if you want to save. If you are satisfied with the changes click on OK.

The organizational chart lets you view the structural hierarchy for your enterprise.

Organizational chart viewer

Select an employee to display their organizational chart. You can then save this organizational chart so it appears in the saved charts. 

To display the complete org chart, simply select the highest ranked employee.

Configuration of organizational structures

The configuration of the organizational structure, most importantly identifying the supervisors for each department, is needed to use the organizational chart.

When you assign a supervisor for a department, they will automatically appear as the supervisor for all employees of this department. 

To see who is the supervisor of a department chief is, go to their profile. 

Steps to Follow

1. Go to Company > Organizational Structure > Organizational Chart.

2. Click the Employees dropdown menu and select the employee who supervises a team.

3. Check the box Show photos.

4. Click Display to show the organizational chart.

Note

If you see an avatar instead of a photo for one or more employees, it means that no photo has been added to their profile.
For more information, refer to the article Manage Profile Picture.

When you load the organizational chart page, and the Folks logo keeps loading, you probably have a supervision loop/discrepancy.

When a supervision loop is present, the requested flowchart will not be displayed.

TIPS:

A self-supervising employee will be no exception to this rule. This will create a supervision loop.

1. To find the supervision loop, validate the list of employees and their supervisors under Employees > Employee List.

2. Once you find out which employee(s) are problematic, change the supervisor(s) in question.

TIPS:

If you want more information on the modification of a supervisor, refer to the article Change the supervisor of an employee.

Steps to Follow

1. Go to Employees > Employee List.

2. Click the Name of the employee to access their profile.

3. Once in their profile, click on the gear icon ⚙️ at the top right corner to access configurations.

4. Under the parameters tab, check or uncheck the option for Hide employee in org chart.

   

5. Click Save.

Steps to Follow

1. Go to Company > Organizational Structure > Organizational Chart.

2. Click the Saved Organizational Charts dropdown menu and select the chart you want to rename.

3. Click Save this organizational chart.

4. A window will appear allowing you to edit the chart name.

5. Click Save.

You can save the search of an organizational chart to access it easily next time. 

Steps to follow

1. Go to Company > Organizational Structure > Organizational Chart.

2. Click the Employees dropdown menu.

3. Select the employee you wish to see then click Show to display the organizational chart for this employee. 

4. Click on Save this chart.

5. Choose a name for this chart.

6. Click on Save.

7. You can see previously saved organizational charts by clicking on the drop down called Saved charts.

👉Important

If you are trying to view the organizational chart of an inactive employee, the display will appear as broken.
You can delete this organizational chart and generate a new one with their replacement if applicable.

Deleting a previously saved organizational chart

1. Still in the same menu (Company > Organizational Structure > Organizational Chart) select the previously saved organizational chart you wish to delete by clicking on the drop down called Saved charts.

2. Click Delete this chart.

The documents resources module in Folks allows you to upload documents that need to be accessible to all employees, such as the employee handbook, group insurance documents, company policies, social club events, and more. This guide details the steps to configure and use the module, both for administrators and employees. 

Administrator Access

Add a document

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. Click on + Add at the top right
4. Add a description and a category. The category can be created or selected from the dropdown menu.
5. Decide whether this documentation should be visible or not
6. Add attachments
7. Click save

Manage documents

1. Go to Documents > Documents Resources

2. Click on the gear icon at the top right to access configuration mode

   All documents in the module are on this page. You can filter by category from the dropdown menu at the top left. You can also search by document name.

Under the action column, three options are available:

• Hide: allows you to make this document invisible to the entire organization
• Edit: allows you to modify the description, category, add or remove attachments. This also allows you to completely delete the document. 
• Download: allows you to download the document in your browser

Employee Access

Documents are accessible to employees by going to Documents > Documents Resources. It is possible to view or download the documents. No edit or deletion actions are available. 

⚠️Please note that URLs are not supported through the mobile application Documents section.

To edit a document already added in the documents resources, follow these steps:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access the configuration of this module
3. Find the document to modify and click on edit

What modifications are possible for a document?

You can make the following changes to your document:

• Modify the description
• Change the category: select a new category for the document using the appropriate dropdown menu.
• Enable or disable visibility: Choose to show or hide the document for employees by enabling or disabling the show option.
• Delete an attachment: If necessary, delete an attachment by clicking on the trash icon next to it.
• Add a new file: Upload a new file to replace the old one in the attachments section. You can also drag and drop the file directly into the designated box.

To add a new version of a document, follow these steps:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. Find the document to change and click on the eye icon to hide the old version of the document. This allows you to keep a history of old documents without deleting them.
4. Click on + Add at the top right of the page to include the new version of your document.
5. Enter the details of your new version and click save. 

Once the new version of the document is added, it will appear in the list, ready to be viewed by employees.

How to download a file from the documents resources module?

To download a file, follow these simple steps:

1. Go to Documents > Documents Resources
2. Check the box next to the files you want to download. You can select one or multiple files as needed.
3. Once the files are selected, click on download. They will be downloaded directly in your browser.

💡Tip: if you only have one document to download at a time, simply click on the download icon next to the document's name. 

Follow the next steps to delete a document from the documents resources module:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. Locate the document in the list and click on Edit (pencil-paper icon)
4. In the menu that opens, click on delete
5. Confirm the deletion of the document

⚠️Important: this action is irreversible. Once deleted, the document will not be recoverable.

👉 Tip: if you want to hide the document and not delete it completely, click instead on the eye icon at step 3. This will make the document invisible to the entire organization. 

How to rename a category in the document resources module?

To edit the name of a category, follow these simple steps:

1. Go to Documents > Documents Resources
2. Click on the gear icon at the top right to access configuration mode
3. From the category dropdown at the top left, click on the three vertical dots ⋮ next to the category to edit.
4. Click edit and make the necessary changes.
5. Press the Enter key on your keyboard to confirm the changes.

💡Tip: this option to edit the category title is also available when you add a new document or when you edit an existing document.

This article explains how to send a document for signature. Follow the steps below to ensure the correct configuration and efficient electronic signatures are managed.

Please note that electronic signatures are a feature of the Performance plan.

Accessing the electronic signature module

Once the module has been activated by our team, it can be accessed from the main menu through Documents > Electronic signature.

Send a document for signature

Designate signers, send documents for signature to your employees, and track their status in just a few clicks on the document monitoring page.

👉 Make sure your employees' email addresses have been validated in their profiles so that they can receive signature requests. To do this, go to Employee > Summary or to the desired employee profile. We recommend that you notify the employees that they will receive an email from Folks inviting them to validate their email.

1. Go to the Document Monitoring page (Documents > Electronic signature).
2. Click Send a document in the top right-hand corner.
3. Select a signature template or upload a document.
4. Select the employee(s) and assign a role to each. ⚠️Only employees with a valid email address in the system can receive documents for signature. If you need to validate an e-mail address please read the following article: Validating one or all employee's e-mail addresses.
5. Select the email address to which to send the request (corporate or personal). 
6. Click on Next step. Depending on the type of document (see article on single sign vs mass mailing), this step might not be present.
7. Click on Send for signature.

The signer(s) will automatically receive an email informing them that a document is awaiting their signature. They will be able to access and consult it in just a few clicks, and will be redirected to our partner HelloSign for a fast, secure electronic signature process.

Once all signers have signed the document, the status will change to Signed. You can then download the signed document.

Follow these steps to send a document that requires a signature:

1. Access the E-Signature Module
   The module is located in the navigation bar on the left side of your screen under Documents > Electronic Signature.
2. Click the Send a Document button at the top right of the page
   A window will open allowing you to choose the document type and the signers.
3. Choose the type of document to be sent
   Two options are available: single signature or mass sending.
   To learn the difference between the two, consult the article here: E-sign documents and mass mailing.
4. Click Next Step
   Only once the sending type and the signers have been added can you proceed to the next step.
   Depending on the sending type, additional steps may be required.
   When completed, a confirmation window will appear with the message Sending successful.

⚠️ Attention: If you receive an error message or if the document has an error status, consult the article What to do when an error is detected when sending a document?

The e-sign module offers two options for how to send a document for signature:

• Sending a New Document for Signature
• Sending Using a Predefined Template (explained in this article)

Prerequisite

Templates can only be created if the electronic signature permission has been added to the role or to the user.

Step-by-Step Template Creation

1. Access the template creation option via the following path:
   • Document > E-Sign > Template Management > Create Template
2. Name the template with a unique descriptive title
   • Ensure that the title of the template is clear and distinct to facilitate its identification later. Upload the necessary documents into the template. Note that after saving, you will not be able to add or delete documents in this template.
3. Add signer roles
   • Define the titles of the individuals who need to sign the document in the template. You can also set the signing order if the Set Signing Order option is checked. Otherwise, the document will be sent to all signers simultaneously. By going to the next step, you won't be able to edit the roles anymore.
   • A maximum of 10 roles is possible. Their names cannot be only numbers (ex; 1, 2, 3)
4. Add fields for each signer
   • Include the necessary information for each signer, such as name, title, date, signature, etc.
   • Folks data fields are accessible via the Sender role. 
     
   • Add a text box
     
   • Go to the bottom right for the drop-down menu of available fields.
   • Choose one of the fields referring to a signer role, for example, the employee's address. 
     
5. Verify the signers and add a CC recipient if needed
   • Confirm the signers' information, validate the title, include a message explaining the subject or purpose of the document, and add CC recipients if needed to keep them informed of the process steps without being signers.
   • A maximum of 5 people can be CC'd at a time.
6. Save the template
   When you are ready, save the template. Once saved, you won't be able to add new documents or delete those already uploaded.

Two sending options are available in the electronic signature module: Single-Signature Document and Mass-Sending Document. Continue reading to determine which option best fits your needs.

Single-Signature Document

Several people sign the same document. The sending process can be initiated either from an uploaded document or from a template.

From a Document

Signers are selected individually using the search bar.
There is no limit to the number of signers you can add.
For each signer, you must place the required fields in the appropriate locations on the document.

From a Template

Using a template automates the process, as the signature fields have already been defined during the template setup.
Any template can be used in this mode, with a maximum of 10 signers.

Signers are selected individually via the search bar.
If an employee does not have a validated email address (neither professional nor personal), they will not appear in the search bar.
Once signers are selected, each must be assigned a role that corresponds to those configured in the template — one signer per role.

Whether sending from a document or a template:

• If the employee has two validated email addresses (personal and corporate), you must select which address the document will be sent to.

• If only one address is validated, that address will be used by default.

You can also choose whether the signed document should be automatically added to the signer’s profile once it is completed.
If this option is not selected, the document can still be sent to the signer later.

Mass-Sending Document

This option allows you to send a single document to multiple recipients. Each signer receives their own copy to sign (independent signatures). Limit of 100 employees per mailing.

Conditions:

• Sending is only possible from a template.

• The template must contain only one signer role; only such templates will appear in the search bar.

• The employee must have at least one validated email address (personal or corporate) to appear in the search.

Selecting Recipients

Different options are available. You can search for an individual, a group (operation site, department, or job title), or even the entire organization (by company name).

You can select multiple individuals and groups at the same time. If a group is selected, all its members will receive the document for signing. It is not possible to manually remove members from a selected group.

If someone in a group does not have a validated email address, a warning message will appear, and that signer will simply not receive the document:

“Some employees in this group do not have a validated email address. They will not receive the document.”

 👉 If an individual is selected both individually and as part of a group, they will receive only one signature request.

For this type of sending, the Add to Profile option cannot be selected, as the signed document is automatically deposited in the employee’s profile under the Documents section.

Since all fields were defined during the template setup, no manual field placement is required.
 

Document Tracking

After sending, you can track the status of each document and view the following information:

• Document type: Single or Mass

• Status: Sent, In progress, Signed, Declined, Canceled, or Error

• Tracking: Number of signatures obtained so far

By clicking on the ellipsis next to a document, different options are available depending on its status (e.g., Download, Delete, Send again, etc.).

By clicking on the number of signatures (in the Tracking column), you can access the detailed list of signees to see who has signed, who has not, and the date of each signature, if applicable.

You received an email asking you to sign a document electronically? Keep reading to learn about the next steps.

1. In the e-mail you received, click on Read and Sign.
   The document will open directly into your browser.
2. Click on Get Started in the top right corner.
   Fill in all the required fields:
   • Click on the text fields to fill them in manually.
   • Click on the signature fields to sign the document. A window will open where you can choose the type of signature you want to use.

If you have more than one field to fill in the document, a message will be displayed at the top left of the form to specify the number of mandatory fields to fill in.
Once you added the information in the required field(s), a green confirmation message will be displayed at the top of the screen.

💡Tip: quickly move from one field to another by clicking on Next Required Field at the top right of the form.

3. Click on Continue.
4. Click on I agree at the top right to complete the process. 
   A confirmation email will be sent to each signee in which the signed document can be downloaded.
   A confirmation email will be sent to the sender to notify them of the completed process.
    

👉 For multiple signees document, the confirmation email will be sent once all signees have signed the document.

If you have many files in the document tracking list, you may want to filter through it to access a particular document. 

1. Click on the filter icon to the right of the search bar

Go to Documents > E-signature to access the document tracking page. By clicking on the filter icon, a menu will appear on the screen, displaying possible search filters.

2. Select filters according to your needs

You can:
• Show inactive employees
• Select one or more working sites, departments and/or job titles
• Select document type
• Select statuses

👉 Tip: if you select two or more items in one field, the system will display the employees who have one or the other in combination with the other filters you have chosen.

3. Click on Apply 
The menu will close and the filters will be applied.
A number will appear to the right of the filter icon, indicating the amount of filters applied.

👉 Tip: One selection field corresponds to one filter. Therefore, multiple choices in a single selection field will display a number of filters of 1.

To reset the default view,

1. Click on Reset Filters at the bottom of the filters sidebar. The list will return to its default state.

or

2. Click the X next to the number of filters applied. The list will return to its default state.

The Notification and Reminder Center presents you with a summary of relevant information and task reminders.

A user with access to view information on employees other than himself will have the option of having a Global View (see information on all employees to whom he has access) or a Me View (visibility on my own information only). The view can be changed using this button:

Global View

The first section with the yellow rectangles shows you statistics on the total number of hours used since the beginning of the month in each of the time management modules (Absences, Holidays and Overtime).

The Today section shows you employees on any type of leave, employees starting or ending their employment, and birthdays or anniversaries as of today's date. You can change the date displayed for this information by selecting another date in the Calendar.

The Calendar section uses colored dots to display days with one or more of the items in the Today section, in addition to public holidays. By selecting a day other than today, you affect what is shown in the Today section.

The Ongoing processes section shows you the onboarding or offboarding processes you have the opportunity to view, or for which you have one or more tasks to complete. This section can be clicked to be redirected to the task list and shows you the progress of this process. By default, this section shows the onboarding and integration processes; you must click on Departure to view the departure processes.

The Unapproved requests section shows you all unapproved requests to which you have access. Click on this section to be redirected to the In-Depht Analysis of the module for viewing and approval if required.

The Certificates section presents you with certificates to be renewed in the short term under 3 categories: Expired certificates, To be renewed within 30 days and To be renewed within 31 to 90 days. By default, this section shows expired certificates; to display certificates due for renewal within the next 30 days, click on 30 days, and for those due for renewal within 31 to 90 days, click on 90 days.

The Reminders section shows you reminders for Profile Notes in the Work Accidents and Labor Relations modules. You can view tasks due today, in the next 7 days or in the next 14 days.

Me view

The first section with the yellow rectangles shows you statistics on your available banks in each of the time management modules (Sick, Vacation, Mobile/Personnel and Overtime).

The Today section shows you your day's leave, birthdays and anniversaries. You can change the date displayed for this information by selecting another date in the Calendar.

The Calendar section uses colored dots to display days with one or more of the items in the Today section, in addition to public holidays. By selecting a day other than today, you affect what is shown in the Today section.

The Ongoing processes section shows you the onboarding or offboarding processes in progress, for which you have one or more tasks to complete. This section can be clicked to redirect you to the task list and show you the progress of this process. By default, this section shows onboarding processes; you must click on Departure to view departure processes.

The Unapproved requests section shows you all your unapproved requests. You can click on this section to be redirected to the In-Depht Analysis of the module to view the request.

The Certificates section displays your certificates for short-term renewal under 3 categories: Expired certificates, To renew within 30 days and To renew within 31 to 90 days. By default, this section shows Expired Certificates; to view certificates due for renewal in the next 30 days, click on 30 days, and for those due for renewal in 31 to 90 days, click on 90 days. You can only see these items if you have user rights to access the Certificate Management page.

The Reminders section shows you reminders for Notes to File tasks in the Workers' Compensation and Labor Relations modules. You can view tasks due today, in the next 7 days or in the next 14 days. You can only see these items if you have user rights to view the Detailed Analysis page for these modules.

It is possible to view multiple years within the statistics charts. To select the number of years to be displayed in the tables, both in the Demographics and the Rates and Trends section, click on the Number of years displayed drop-down.

If you select more than one year, the rows of the tables will adjust accordingly with different colors.

It is possible to hide one or more years. Click on the year(s) to be hidden inside the table and click one more time to display them again.

Calculation Details

The KPIs are always calculated on the last day of the month at midnight.

⚠️Important: once the KPIs have been calculated, it is not recalculated the following month. 

If you make a retroactive entry in a month where the KPI has already been calculated, this change will not affect the existing KPI.

It is possible to personalize the display of graphs or charts for demographic data or rates and trends.

Customize the Display

1. Go to Reports > KPI and select the Demographics or Rates and Trends tab.

2. Regardless of the tab selected, click on the menu icon in the upper right corner of the page.

3. Check or uncheck the information you wish to display or hide.

4. By default, all charts are displayed (and therefore selected).

💡 Tip: Your selection will be saved for your future logins. You will not have to customize every time.

What is taken into account for the calculation in the “% full-time” and “% part-time” tables in the reports?

The data used for the % full-time and % part-time results are taken from employee profiles. More specifically, what is entered in the employment type field. Only the types “full-time” and “part-time” choices will be taken into account. All other options available in this field will have no impact on this statistic. 

👉 Please note: KPIs are updated only once, on the first of each month, for the previous month only. If you make retroactive changes after this, the data will not be recalculated and these changes will have no impact on the KPIs already displayed.

Access Reports > KPI > Rates and trends.