Folks Help Center

Through Folks HR, employees automatically receive answers to their various requests, without the need for multiple email exchanges and reminders.

Here are the possible types of requests. You can send requests for time off (absence/vacation) and overtime from the web or mobile application.

Time

💫Absence request : this type of request can be used for sick leave.

💫Vacation request : allows you to request a vacation.

💫Overtime request : allows you to submit or use banked hours.

Other

💫Training : allows you to request training

💫Expense account request : allows you to submit an expense account. Only if an expense form applies to you.

💫Job requistion : only if a requisition form applies to you. 

You can submit a request for absence, vacation, or overtime by following the steps below. Once a request has been approved, it can no longer be modified.

You can also submit absence or overtime requests from the mobile app.

Absence request

1. In the header, click the + Make a Request button and select Absence.

2. In the form that pops up, complete the required information in the Request Information section.
   Under Employee Information, your name and job title are selected by default. Required fields are marked with an asterisk.

3. If desired, you can add comments and attachments to your request.

4. When you are finished, click Add. An email will be sent to your manager to notify them of your request.

   Once the request has been approved or denied by your supervisor, you will be notified via email.

Vacation request

1. In the header, click the + Make a Request button and select Vacation.

2. In the form that pops up, complete the required information in the Request Information section.
   Under Employee Information, your name and job title are selected by default. Required fields are marked with an asterisk.

3. If desired, you can add comments and attachments to your request.

4. When you are finished, click Add. An email will be sent to your manager to notify them of your request.

   Once the request has been approved or denied by your supervisor, you will be notified via email.

Overtime request

1. In the header, click the + Make a Request button and select Overtime.

2. In the form that pops up, complete the required information in the Banked hours request section.
   Under Employee Information, your name and job title are selected by default. Required fields are marked with an asterisk.

3. If desired, you can add comments and attachments to your request.

4. Before sending your request for approval, make sure your remaining balance is not in the negative or that you have authorization to do so. When you are finished, click Add. An email will be sent to your manager to notify them of your request.

   Once the request has been approved or denied by your supervisor, you will be notified via email.

This article is intended for managers, team leaders, coordinators, and department supervisors who wish to learn how to approve employee requests and create entries in the time management module.

Approval or refusal of a request

When employees submit requests, you'll see them under Pending Requests on the home page. By clicking on a pending request, you'll be redirected to the corresponding module.

We suggest that you modify the request before approving it to make sure that the information provided is correct. To do so, click on the pen and paper icon to access edit mode. 

In the details of the request, scroll down to approve and save or decline and delete.

Back in the list of request, under the status column, you can quickly make a decision by clicking on the green check to approve or the red X to decline. 

An e-mail will be sent to the employee letting them know if the request has been approved or declined. 

For more information about requests see:

• Approve or decline an absence request
• Approve or decline a vacation request
• Approve or decline an overtime request

You can also manage requests from the mobile app. 

Creating an entry for an employee

You also have the option to create absence, vacation, and overtime entries for your employees if they are unable to do so themselves.

To create an entry, open the corresponding module page, click the + Add button, select the employee from the drop-down menu, and complete the required information.

For more information on creating entries, see :

• Creating an absence entry for an employee
• Creating a vacation entry for an employee
• Create an overtime entry for an employee

Editing an entry or a request

To edit an entry or a request, locate it in the request list and click the pen and paper icon to Edit. Make the desired changes and click Save at the bottom of the page.

You will need to inform the employee if needed, as the system does not send an email when an entry is modified.

Deleting an entry or a request

To delete an entry or a request, locate it in the request list and click the pen and paper icon to Edit. Click on delete at the bottom of the page. 

• Delete an absence entry or request
• Delete a vacation entry or request
• Delete an overtime entry or request

You can access the summary of absence requests in different ways:

• From the home page, under Pending Requests
  or

• Through the left-hand menu under Time > Absences.

In both cases, locate the absence request you want to approve or decline.

💡 A request that would result in the employee’s balance going negative will be marked with a red exclamation point. Hover over the exclamation point to see the details of the request and the remaining balance if it is approved.

To approve the request, click on the green check mark in the Status column. A confirmation email will be sent to the employee.

To decline the request, click on the red X in the Status column. A rejection email will be sent to the employee.
⚠️ The denied request will be deleted. It will be completely removed from the platform and will no longer be accessible.

Follow the steps below to create an absence entry for an employee:

1. Go to Time > Absences, then click +Add in the top right corner.

2. Select the employee for whom you want to enter the absence.

3. Select the reason, then indicate the date(s).

4. If the absence must be paid:
   • Check the box charge the sick leave bank to create an absence that will affect the sick leave bank (this action automatically activates the paid leave box and displays the sick leave bank information).
   • Check the paid leave box to create an absence that needs to be paid (if you uncheck charge the sick leave bank, the paid leave box will remain checked and must be manually disabled if the absence is not paid).

5. Click Save.

For an inactive employee

To create an absence entry for an inactive employee, turn on the toggle button at the top left labeled show inactive employees.

Approval and notification
👉 When an absence entry is created through the absence module (and not through an employee request), it is automatically approved and does not generate an email notification. However, the information will still be visible to the employee in the absence module.

How to edit an absence entry or request?

Steps to follow

1. Go to Time > Absences.

2. Find the absence entry you want to modify, then click the edit button (pen and paper icon).

3. Make the necessary changes.

4. Click Save.

👉 Note: You must notify the employee yourself, if needed, as the system does not send an automatic email when an absence is modified.

1. Go to the detailed analysis via Time > Absences.

2. Find the request for the employee in question and click the pen and paper icon to edit the request.

3. Click Delete at the bottom left.

4. A confirmation window will appear. Confirm that you want to delete the entry or request.

⚠️ WARNING: The request will be permanently deleted.

You can access the summary of vacation requests in different ways:

• From the home page, under Pending Requests
  or

• Through the left-hand menu under Time > Vacation.

In both cases, locate the vacation request you want to approve or decline.

💡 A request that would result in the employee’s balance going negative will be marked with a red exclamation point. Hover over the exclamation point to see the details of the request and the remaining balance if it is approved.

To approve the request, click on the green check mark in the Status column. A confirmation email will be sent to the employee.

To decline the request, click on the red X in the Status column. A rejection email will be sent to the employee.
⚠️ The denied request will be deleted. It will be completely removed from the platform and will no longer be accessible.

Follow the steps below to create a vacation entry for an employee:

1. Go to Time > Vacation, then click +Add in the top right corner.

2. Select the employee for whom you want to enter the vacation.

3. Select the reason, then indicate the date(s).

4. Click Save.

For an inactive employee

To create a vacation entry for an inactive employee, turn on the toggle button at the top left labeled show inactive employees.

Approval and notification
👉 When a vacation entry is created through the vacation module (and not through an employee request), it is automatically approved and does not generate an email notification. However, the information will still be visible to the employee in thevacation module.

How to edit an vacation entry or request?

Steps to follow

1. Go to Time > Vacation.

2. Find the vacation entry you want to modify, then click the edit button (pen and paper icon).

3. Make the necessary changes.

4. Click Save.

👉 Note: You must notify the employee yourself, if needed, as the system does not send an automatic email when a vacation is modified.

1. Go to the detailed analysis via Time > Vacation.

2. Find the request for the employee in question and click the pen and paper icon to edit the request.

3. Click Delete at the bottom left.

4. A confirmation window will appear. Confirm that you want to delete the entry or request.

⚠️ WARNING: The request will be permanently deleted.

You can access the summary of overtime requests in different ways:

• From the home page, under Pending Requests
  or

• Through the left-hand menu under Time > Overtime

In both cases, locate the overtime request you want to approve or decline.

💡 A request that would result in the employee’s balance going negative will be marked with a red exclamation point. Hover over the exclamation point to see the details of the request and the remaining balance if it is approved.

To approve the request, click on the green check mark in the Status column. A confirmation email will be sent to the employee.

To decline the request, click on the red X in the Status column. A rejection email will be sent to the employee.
⚠️ The denied request will be deleted. It will be completely removed from the platform and will no longer be accessible.

Follow the steps below to create an absence entry for an employee:

1. Go to Time > Overtime, then click +Add in the top right corner.

2. Select the employee for whom you want to add the overtime.

3. Add the date and number of hours.

4. Input the type of overtime:

   To add hours select:

   • Banked Hours

   • Banked Hours – To be used

   • Banked Hours – To be paid

   To use overtime that's already banked, select one of the following:

   • Hours Used – Paid

   • Hours Used – Taken

5. Select value of the overtime:

   OT at 1.0, OT at 1.5 or double.

6. Click on Add.

👉 Note

• The type Hours Used – Taken generates a day off with the mention TU in the timesheet and will be paid. 

• An entry of the type Hours Used - Paid adds paid hours in the timesheet under Paid Banked Hours. It will not show as an absence on the day of.  

• To create an overtime entry for an inactive employee, turn on the toggle button at the top left labeled show inactive employees.

Approval and notification
👉 When an overtime entry is created through the overtime module (and not through an employee request), it is automatically approved and does not generate an email notification. However, the information will still be visible to the employee in the overtime module.

1. Go to the detailed analysis via Time > Overtime.

2. Find the request for the employee in question and click the pen and paper icon to edit the request.

3. Click Delete at the bottom left.

4. A confirmation window will appear. Confirm that you want to delete the entry or request.

⚠️ WARNING: The request will be permanently deleted.

The importance of accuracy in managing overtime is crucial to ensuring efficient administration of worked hours. This article outlines the procedure to correctly assign overtime in Folks.

1. Understanding types of banked hours
It is essential that the employee specifies their choice between two options for their overtime:

• Banked hours – To be used:
  The employee chooses to bank their time to take it at a later date.

• Banked hours – To be paid:
  The employee prefers to be paid for the overtime worked.

2. How to change the type of overtime for a request 
Follow these steps to change the overtime type:

1. Go to Time > Overtime.

2. Use the Employee dropdown list to find the relevant employee and date.

3. Click the edit button on the request (pencil-and-paper icon).

4. In the Type dropdown menu, select Banked hours – To be paid or Banked hours – To be used.

5. Don’t forget to save your changes.

3. Updating the timesheet after editing the type of overtime :

1. Go to Time > Timesheet.

2. Select the relevant pay period and locate the employee’s name.

3. In the Overtime column, verify that the hours are displayed correctly.

    

The timesheet enables hours worked to be entered and approved by managers. Folks offers automated daily and project-based timesheets.

Regular timesheets allow you to indicate the hours worked each day, or even each week. Project timesheets are customizable and give you visibility of the tasks performed by your teams, and the time required to complete each project.

Whether you choose a timesheet by day or by project, several statistics and integrations are available to facilitate payroll and billing management.

Project timesheet configuration

Once the timesheet has been activated by our team, you can configure your timesheet by project.

• Timesheet - Create a new project
• Associate a task with a project
• Timesheet - Modify a project
• Timesheet - Terminate a project

Timesheet approval and management

Timesheets can be filled out in the time management module.

• Approve an employee's timesheet
• Print a timesheet
• Export a timesheet
• Lock or unlock a period in the timesheet
• Timesheet - Associate or remove a project with an employee
• Know the impacts when changing the date of a pay period

Legend Management (standard timesheets)

You can add labels that will appear in the timesheet legend and whose letters may be used for information purposes only. To do this, simply click Add new item.

Project Management

If you have chosen the project timesheet, create your projects and tasks so that your employees can select them when entering their hours.

• Timesheet - Create a new project
• Associate a task with a project
• Timesheet - Modify a project
• Timesheet - Terminate a project

Holiday Settings

Whatever your timesheet type, you need to add your public holidays to the organizational norms page. You can then define their parameters for each employee in the holiday settings.

Exportation Settings

If your Folks is integrated with a payroll software, you must configure the payroll codes in Folks to send employee timesheets to your payroll software.

For more information, see Requirements for Sending Folks Timesheets to your Payroll Software.

Calculation Configuration

Calculation configuration allows you to define the elements to be included in the calculation of public holidays (which are calculated using 1/20 only) and overtime.

For example, for overtime calculations, the elements taken into account can include worked hours, vacation, statutory holiday compensation, etc.

Other configurations to consider

If applicable, it is important to update the number of work hours in job titles and to update the “Overtime starts at” field in employee norms.

This article explains how to fill in a timesheet as an employee.

1. In Folks, go to the time management module.
2. In the timesheet, for the current period, proceed as follows. Please note that several elements, such as absences (A, S, or PA), holidays (V) and public holidays (H), are automatically positioned in the timesheet. You don't need to enter them.
   

   Tip: A quarter of an hour is written .25, half an hour .5 and three-quarters of an hour .75.

   • If your company uses the daily timesheet, click on the box for the desired day to enter the number of hours worked. You can also enter your total number of hours in the week box if you worked the same number of hours each day.
   • If your company uses the project timesheet, you'll need to select a project and task to enter your hours. The total will be calculated automatically.
3. If required, you can add notes and attachments. For notes, enter your initials, as more than one person can leave a note. When your timesheet contains a note, lines will appear on the file to indicate this.
4. When you're finished, click Save.

When you save your timesheet, if you have entered overtime, you will see a red exclamation mark appear in the Overtime column. Depending on your company's guidelines, you or your manager will need to define how this overtime will be handled.

Once your timesheet has been approved, the person's initials will appear in the Approved by column. If you need to make a change, your timesheet will be disapproved and the whole thing will have to be processed again by your immediate supervisor.

Once the period has been locked, you can no longer edit your timesheet. To edit it, contact the human resources department or the person in charge of payroll at your company.

1. Go to the "Time Management > Timesheet" section.

2. Locate the employee concerned and access the "Approval" column.

3. To approve an employee's timesheet, click on the box. Once the box is checked, your initials will be inserted in the "Approved by" column.

TIPS : 

If you see that no box can be checked to approve the employee's timesheet, no hours or requests whatsoever have been entered in the timesheet for this employee.

WARNING :

Once the timesheet is approved, it is possible for the employee to add, delete or modify any time entries or requests. However, the timesheet will be disapproved once the modification is made.

4. Click on "Save".

Steps to Follow

1. Go to Time > Timesheet.

2. Select the desired period.

3. Click Print Summary.

4. A print configuration window will appear. Fill in the desired fields.

5. Click Print.

Tip:
In the print settings, make sure the box Background graphics is checked.
Without this option, it will be harder to clearly distinguish the information on each line.

Steps to Follow

1. Go to Time > Timesheet > Export Timesheet.

2. Choose the period of the desired timesheet.
   Only one period can be exported at a time.

3. To export the timesheets of all employees listed, click Export Timesheet.

Tips and Tricks

Tip:
You can refine your export by performing a search before clicking Export Timesheet.