Folks Help Center

With Folks HR, employees automatically receive responses 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.

Absence request

1. Go to the "Requests > Absences" section.

2. Fill in the appropriate fields and validate your remaining balance.

3. Click on "Send Request".

TIPS :

When you submit your request, your supervisor will receive an email notification immediately.

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

Vacation request

1. Go to the "Requests > Vacation" section.

2. Fill in the appropriate fields and validate your remaining balance.

3. Click on "Send Request".

TIPS :

When you submit your request, your supervisor will receive an email notification immediately.

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

Overtime request

1. Go to the "Requests > Overtime" section.

2. Fill in the appropriate fields.

3. To request the correct type of overtime, select one of the following choices:

• Banked hours : Accumulates in the bank and you can decide later if you want to use it as reclaim time or have it paid for. 
• Banked hours - To be used: Accumulates inside the bank and you can decide later if you want to use it as time taken back or have it paid for.
• Banked hours - To be paid: Accumulates in the bank and will indicate to the approver that you want to be paid for this overtime.

WARNING :

The type is only an indication. How the hours are deducted from your bank will depend on the type of time used that you request.

4. To use overtime in your accumulated time bank, select one of the following choices: 

• Hours used - Paid: To deduct the number of hours and have it paid for in the next paycheck.
• Hours used - Taken: To request time off and be paid from the time bank.

WARNING :

Before sending your request for approval to your supervisor, make sure your remaining balance is not in the negative or that you have authorization to do so.

5. Fill in the other appropriate fields.

6. Click on "Send Request".

TIPS :

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

1. Go to the section "Pending requests" of the Message Center on the home page.

2. Locate the absence request to be approved or denied and click on it.

TIPS :

To approve the request, in the "Status" column, click on the green check mark.

3. To approve the request, in the "Status" column, click on the green check mark. In order to deny the request, in the "Status" column, click on the red x.

TIPS :

An email notification of the action taken will be sent to the employee to confirm that the request has been denied, modified or amended and approved.

WARNING :

A denied request will be deleted from your platform.

1. Go to the "Time Management > Absences > Control panel" section.

2. Select the employee concerned.

TIPS : 

In order to make an absence entry for an inactive employee, click on the box for "Show inactive employees".

3. Fill in the appropriate fields.

4. Check the "Charge the sick leave bank" box to create an absence that will affect the sick bank. Check the "Paid Absence" box to create an absence that will be paid.

TIPS : 

Sick bank information is only displayed when the "Charge the sick leave bank" box is checked. When you check the "Charge the sick leave bank" box, it will automatically activate the "Paid leave" box.

WARNING : 

When you uncheck the "Charge the sick leave bank" box, the "Paid leave" box will remain enabled, so it is your responsibility to uncheck it if this absence is not to be paid.

5. Click on "Save".

WARNING : 

When you create an absence entry through the "Control panel", when you save it, it will be automatically approved.

TIPS : 

When an absence entry is made through the control panel, the employee is not notified by email. However, the employee can consult the "In depth analysis" of the absence module for more details.

1. Go to the section "Time Management > Absences > In depth analysis".

2. Locate the absence entry and click on the edit button (paper and pencil).

3. Make the necessary changes.

4. Click on "Save".

TIPS : 

You must notify the employee of this change as needed, as the system does not send an email when an entry is changed.

1. Go to the "Time Management > Absences > In-depth analysis" section.

2. Locate the employee's request and click on the button to edit (paper and pencil) the request.

3. Click on "Delete".

4. A confirmation window will appear. Confirm that you are deleting the entry or request.

WARNING : 

The request will be deleted irreversibly.

1. Go to the "Pending requests" section of the Message Center.

TIPS :

It is also possible to access the in-depth analysis of the module to approve or deny the request.

2. Locate the vacation request to be approved or denied and click on it.

WARNING :

A request that would bring the employee's balance into the negative will be identified by an exclamation mark. Put your mouse cursor over the exclamation mark to see the details of the request and the remaining balance if approved.

3. To approve the request, go to the "Status" column and click on the green check mark.

TIPS :

A confirmation email will be sent to the employee.

4. To deny the request, go to the "Status" column and click on the red x.

TIPS :

A denial email will be sent to the employee.

WARNING :

The deleted request will be completely removed from the platform and will never be accessible again.

1. Go to the "Time Management > Vacation > Control panel" section .

2. Select the employee concerned.

TIPS : 

To create a vacation entry for an inactive employee, click on the "Show inactive employees" box.

3. Fill in the appropriate fields.

TIPS : 

If you select a vacation type that does not affect any banks, the bank information will disappear.

4. Click on "Save".

WARNING : 

When you make a vacation entry through the "Control panel", when you save it, it will be automatically approved.

TIPS : 

When a vacation entry is made through the control page, the employee is not notified by email. However, the employee can consult the "In-depth analysis" of the vacation module for more details.

1. Go to the "Time Management > Vacation > In-depth analysis" section.

2. Locate the employee's request and click on the button to edit (paper and pencil) the request.

3. Click on "Delete".

4. A confirmation window will appear. Confirm that you are deleting the entry or request.

WARNING :

The request will be deleted irreversibly.

1. Go to the "Pending requests" section of the Message Center.

TIPS : 

It is also possible to access the in-depth analysis of the module to approve or deny the request.

2. Locate the overtime request to be approved or denied and click on it.

WARNING :

A request that would bring the employee's balance into the negative will be identified by an exclamation mark. Put your mouse cursor over the exclamation mark to see the details of the request and the remaining balance if approved.

3. To approve the request, go to the "Status" column and click on the green check mark.

TIPS : 

A confirmation email will be sent to the employee.

4. To deny the request, go to the "Status" column and click on the red x.

A denial email will be sent to the employee.

WARNING :

The deleted request will be completely removed from the platform and will never be accessible again.

1. Go to the "Time management > Banked hours > Control panel" section .

2. Select the employee concerned.

TIPS :

In order to make an entry of accumulated time to an inactive employee, click on the "Show inactive employees" box.

3. To add overtime to the employee's bank, select one of the following choices:

• Banked Hours
• Banked Hours- To be paid
• Banked Hours - To be used

4. To use overtime in the employee's bank, select one of the following choices:

• Hours used - Paid
• Hours used - Taken

TIPS :

The "Hours used - Taken" generates a leave type "TR" in the timesheet and will be paid. An "Hours used - Paid" entry will add paid hours to the timesheet in the "Paid Banked Hours" column. No absence will be displayed in the days of the timesheet.

5. Fill in the other appropriate fields.

6. Click on "Save".

WARNING :

When you make an entry of accumulated time by the "Control panel", when you save it, it will be automatically approved.

TIPS :

When an accumulated time entry is made through the control panel, the employee will not be notified by email. However, the employee will be able to consult the in-depth analysis of the accumulated time module for more details.

1. Go to the "Time management >Banked hours > In-depth analysis" section.

2. Locate the employee's request and click on the button to edit (paper and pencil) the request.

3. Click on "Delete".

4. A confirmation window will appear. Confirm that you are deleting the entry or request.

WARNING : 

The request will be deleted irreversibly.

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".

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

2. Select the desired period.

3. Click on "Print".

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

TIPS :

In the print settings, it is important that the "Background graphics" box is checked, otherwise it will be more difficult for you to recognize the information on a single line.

5. Click on "Print".

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

2. Select the desired period of the timesheet. It is possible to export only one period at a time.

3. In order to export the timesheets of all employees in the list, click on "Export timesheet".

TIPS : 

It is possible to choose what you want to export by doing a search before pressing "Export timesheet".