Folks Help Center

Folks is evolving and putting the employee at the center of its ecosystem. Learn more about the upcoming improvements and changes in this excerpt from our webinar for admins!

See also: A new Folks awaits you

Configuration options

As a platform administrator, you'll see the Settings section, where several configuration options are grouped. Other options are also available throughout the platform by clicking the gear icon .

Discover the different sections of Folks and what you can configure there.

• Employees:
  • Employee List: profile customization (custom fields)
  • Profile of <employee>: visibility settings and custom fields
  • Expense Accounts: expense customization
• Time:
  • Absences: display/hide/add absence reasons
  • Vacation: display/hide vacation types
  • Overtime: display/hide overtime types/values
  • Timesheet: timesheet configuration
• Onboarding/Offboarding: onboarding and offboarding processes
• Career development: performance evaluation processes
• Recruiting: job requisition requests
• Company: organizational structure and norms
• Documents: document resources and e-sign templates
• Settings: role management, users, integrations, and much more!

Single sign-on (SSO) allows users of your Folks 2.0 to log in to the platform using their existing business credentials, simplifying access while strengthening security.

1 - Prerequisites

Microsoft Azure AD

1. Sign in to the Azure portal.
2. Navigate to Enterprise Applications.
3. Then click New application, and then Create your own application.
4. Name your application Folks and click on Create.
5. Once the application has been added, set up single sign-on by selecting the SAML method. For more information, see SAML configuration for Microsoft Azure.
6. In the first section, Basic SAML Configuration, configure the following fields and save the changes:
   
   • Identifier (Entity ID): https://api.folkshr.app/auth/sp/your_company_code
     your_company_code refers to the company name to be defined in Folks, which can be edited in Folks under Settings > Integrations > SSO.
   • Reply URL (Assertion Consumer Service URL): https://api.folkshr.app/api/v2/authorization/sso/respond/your_company_code
7. In the third section, SAML Certificates, download the federation metadata XML file. You'll need this for final configuration in Folks.

Google Workspace

1. Navigate to the Google Admin Portal.
2. Select Apps.
3. Click Web and mobile apps. Select Add custom SAML app from the drop-down Add App menu.
4. Name your application Folks and upload an App icon. Then click Continue.
5. In the Google IdP Information screen, click Next.
6. In the Service Provider Details screen, enter the following information and click Next :
   • ACS URL: https://api.folkshr.app/api/v2/authorization/sso/respond/your_company_code
     your_company_code refers to the company name to be defined in Folks, which can be edited in Folks under Settings > Integrations > SSO
   • Entity ID: https://api.folkshr.app/auth/sp/your_company_code
7. In the Attribute Mapping screen, click Add New Mapping.
8. Set the Primary email to email.
9. Make sure that the Service Status Button is on.

You can then download the XML metadata file. You'll need it for final configuration in Folks.

2 - Configuration dans Folks

An administrator can configure and activate integration with their company's authentication provider in Settings > Integrations by clicking + Add.

1. If you haven't already done so, navigate to the Integrations page and click on the Add button.
2. In the window that opens, under the Basic information section, enter your company name and select the authentication provider used by your organization, either Google or Microsoft.
3. In the Identity provider section, import the XML file provided by your identity provider to configure the necessary parameters.
4. When you're finished, click Save.

Once the single sign-on configuration is complete, return to your Azure portal or Google Admin portal as required to update the identifier and login URL so that they match those in Folks.

When a user accesses the Folks login page, they'll notice a new button allowing them to continue with single sign-on. They will need to enter the code provided by you to log in.

If you're responsible for setting up Folks, this guide is for you!

At Folks, our philosophy is to have fun while we perform. That's why we aim to provide you with an enjoyable experience, both during the implementation phase and in day-to-day use.

Étape 0 - Rencontre de d

Step 0 - Kick-off meeting with the Folks team

After the kick-off meeting, you'll receive your access codes and be ready to move on to step 1.

Step 1 - Logging in to the platform

When accessing the platform, click the icon at the bottom of the left-hand menu and select My Information. Here you can change your password and system language (see How can I Modify my Login Information).

To validate your company information, click Admin > Company > Control Panel in the left-hand menu.

Step 2 - Importing your employees into Folks

Once your information has been validated, the next step is to import your employee data into Folks.

1. Open the import file provided by our team. If you have not received the file, please send a request to support@folksrh.com
2. Fill in the required fields. Mandatory fields are marked with an asterisk. If you wish to add custom fields to the file, you must first create them in Folks. Values in drop-down custom fields must be separated by semicolons (example: Option1;Option2).
   

   Column	Note
   Last name*
   First name*
   Employee number*	The identification number must be unique.
   Position	Must be identical to Folks. The position will be created if it does not exist.
   Department	Must be identical to Folks. The department will be created if it does not exist.
   Working site	Must be identical to Folks. The working site will be created if it does not exist.
   Union	Must be identical to Folks.
   Job type	Must be identical to Folks. See the list of supported job types on the Folks import page (Admin > Import/Export > Import Employee Information).
   Start date*	Must use yyyy-mm-dd format
   Birth date (recommended)	Must use yyyy-mm-dd format
   Recognition date (optional)	Must use yyyy-mm-dd format
   Personal email
   Corporate email
   Language	French ou English
   Gender	M or F
   Address line 1
   Address line 2
   Address line 3
   City
   Province	The province name must begin with a capital letter.
   Country	The country name must begin with a capital letter.
   Postal code
   Phone
   Alternative phone
   Work phone
   Phone extension
   SIN
   1st emergency contact
   1st emergency contact link
   1st emergency contact phone
   2nd emergency contact
   2nd emergency contact link
   2nd emergency contact phone
   Hourly rate (recommended)
   Annual salary (optional)

3. Save the file as CSV (semicolon separator) and import it (Admin > Import/Export > Import Employee Information). The following formats are also supported: .xlsx, .xls and .csv.
4. Match the columns in your file to the correct fields and click Import.
5. A report will be available once your file has been processed. If any errors are detected, please correct them before re-importing the file.
6. Validate the information in the employee summary (Employee > Summary).

Step 3 - Viewing training sessions

Ask our customer success team to view our three training sessions.

We will then be able to assist you with the various steps involved in setting up the platform, such as user management.

Once the setup is complete, you can plan your deployment and start using Folks! 🎉

Tip: When the time comes, share our introductory guides with your colleagues to introduce them to the platform.

• Manager - Getting Started with Folks
• Employee - Getting Started with Folks

Setup resources

A number of resources are available to help you become an expert on the system and your HR data.

Here are a few resources that may be of interest to you at the start of your process:

• Configure Holidays
• Can I Modify a Default Employee Profile Field?

See our list of Folks training videos for more information on the platform's various functionalities.

Folks HR is an all-in-one HR management software that combines simplicity, accessibility, and flexibility to help you with your human resources management.

With over 30 modules and functionalities, dozens of integrations, and the support of HR experts, Folks is the most complete solution for SMBs.

In this article, you'll find an overview of the platform's interface and functionalities. For more information, download our guide Discover Folks HR.

Interface

Folks is an intuitive work tool for HR managers and executives. A user-friendly interface, just like the team behind it.

When you log on to the platform, you'll find yourself in the Reminder and Notification Center. This dashboard gives you a quick overview of what's going on, what's due, or what's overdue in your organization.

The interface consists of the following elements:

• A navigation menu on the left-hand side of the interface. You need to click on the Expand icon to bring it up. The tabs to which you have access will be displayed.
• A header where you'll find shortcuts to the various tools and request forms (absence, vacation, overtime, etc.).

The platform is available in English and French.

Key features

From employee onboarding to performance reviews and employee absence management, our HR software solutions will help automate your workforce management and maximize productivity.

The following features are among our most popular and widely used.

• HR management software
• Employee database software
• Employee onboarding platform
• HR reporting software
• PTO management software
• Time-tracking software
• Performance management software
• Applicant tracking system (ATS)

Folks also offers integration possibilities with payroll solutions, time management tools and employee recognition platform to help you streamline your processes and centralize your HR data.

Discover Folks HR software plans and features and optimize all your HR processes with powerful, flexible and affordable modules.

For information on how we ensure the security of your data, visit our Trust Center.

Getting Started with Folks

Not yet a customer? Contact us for a demo ⇒

Check out our introductory guides and list of training videos for more information on the platform's various features.

• Manager - Getting Started with Folks
• Employee - Gettings Started with Folks
• Folks Training Videos

For any questions or assistance, please reach out to us at support@folkshr.com.

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

This introductory guide is intended for anyone new to Folks administration. It provides you with the resources you need to keep the platform running smoothly.

0 - Changing the admin

If you haven't already done so, your system's current administrator must transfer their access to you (How to change our Company Administrator).

If this person has left your organization, our team will handle the change of administrator for you. A written authorization from your management is required before we can proceed with the change. This should be sent to support@folksrh.com

1 - Logging in to the platform

If you're new to Folks

When accessing the platform, click the icon at the bottom of the left-hand menu and select My Information. Here you can change your password and system language (see How can I Modify my Login Information).

If you were already using Folks, go to step 2.

2 - Exploring the Admin menu

Discover the different sections of Folks' Admin menu and what you can configure there (see Admin Menu Overview).

To validate your company information, click Admin > Company > Control Panel in the left-hand menu.

Completely new to Folks? Check out our overview article for an overview of the main features.

3 - Viewing training sessions

When you're ready, ask our customer success team to view our three training sessions.

We will then be able to assist you with the various tasks involved in administering the platform, such as user management.

Useful resources

A number of resources are available to help you become an expert on the system and your HR data.

Check out our introductory guides and list of training videos for more information on the platform's various features.

Tip: Share our guides with your colleagues if needed!

• Manager - Getting Started with Folks
• Employee - Getting Started with Folks
• Folks Training Videos

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

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

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

1 - Create your account and validate your information

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

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

Here are some useful resources to help you:

• How can I Modify my Login Information?
• How to add or modify my personal information?

2 - Use the reminder and notification center

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

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

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

3 - Process your team's requests

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

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

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

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

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

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

4 - Access tools

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

• My Portal - This is a directory of documents shared by your company (employee handbook, group insurance documents, policies, etc.).

• Phonebook - The phonebook contains the phone numbers and emails of all employees.

• Calendar - This tool can be used to view the vacations of your team members or all employees (depending on your company's configuration).

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

5 - View the Employee module

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

• Summary - The summary is a list of your employees. You can show inactive employees, show/hide columns and export data in Excel format. In addition, clicking on an employee's name will redirect you to his or her profile.

• Employee Profile - Profiles display all relevant employee information. You can add profile notes and attachments. The performance indicators at the bottom of the profiles enable you to observe an employee's progress in relation to the HR objectives defined by the company.

• Organizational Chart - The organizational chart lets you visualize your company's hierarchical structure. To view the entire organizational chart, simply select the person with the highest position. You can then select another person (yourself, for example) and save the chart. It will then appear in the list of saved charts.

• Expense Account - This page contains current expense accounts. You might be responsible for approving them, depending on your company's configuration.

6 - Track your employees' hours

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

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

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

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

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

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

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

7 - Manage careers and certificates

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

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

Other important modules

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

• Work Accidents - This module can give you quick access to information enabling you to improve or change certain practices and obtain the necessary reports.

• Discipline - The discipline module lets you keep an up-to-date record of disciplinary measures in your employee files.

• Performance Evaluation - If the performance evaluation module is available, you may be asked to complete evaluations (see Complete a performance evaluation).

Tips and tricks

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

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

In this tutorial, we present the main features available to employees. We explain how to request absences and manage leave balances, among other things.

Discover the Folks platform and follow our steps to get started.

1 - Create your account

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

2 - Validate your information

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

Here are some useful resources to help you:

• How can I Modify my Login Information?
• How to add or modify my personal information?

Your information can also be accessed from the home page in the header on the right. On the home page, you'll find a summary of your banks, tasks, and requests awaiting approval.

3 - Send requests and access tools

In the header, the hand icon (Requests) allows you to make requests, while the wrench icon (Tools) allows you to access the portal, phonebook, and calendar.

• My Portal - This is a directory of documents shared by your company (employee handbook, group insurance documents, policies, etc.).

• Phonebook - The phonebook contains the phone numbers and emails of all employees.

• Calendar - This tool can be used to view your colleagues' vacations (depending on your company's configuration).

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

As far as requests are concerned, you can send an absence request, for example, as follows.

1. Click on the hand icon and select Absences.
2. On the request page, complete the necessary information. The number of days will be adjusted directly according to the period selected. Weekends are highlighted in yellow.
3. You can allocate an absence request to your sick bank, depending on your needs and your company's rules. Click Charge the sick leave bank and your sick bank information will appear.
4. The Reason is a drop-down navigation menu detailing the criteria available to you. Please use only the relevant choices, and add comments if necessary.
5. You can also attach files to your request. Please refer to your system administrator for more information on when to add attachments.
6. When you have finished, click Send Request.

Once submitted, your request will automatically generate an email to your immediate manager and other relevant people to notify them of your request. Once your request has been processed, you'll receive an email informing you whether it has been accepted or rejected.

To make other types of requests, see Send an absence, vacation or overtime request.

4 - View your employee profile

When you click Employee in the left-hand menu, you can select Employee Profile to open your profile. You'll find the following information:

At the bottom of the profile, you'll find your performance indicators:

• Bank balances
• Results versus your objectives or norms (you might see the results of the 2 previous years to see your progress).

You can also access your expense accounts and attachments at the top of your profile.

5 - Manage your hours

If your company uses the timesheet to track your working hours, you'll need to fill it in under Time Management > Timesheet. Folks offers daily and project-based timesheets.

In a standard timesheet, simply enter the number of hours worked for each day or each week. Be sure to save your entries, and you're done!

Other important features

• Employee Development - Your company may have given you access to certificates. If so, you'll be able to see them on the Certificate Summary page.

• Performance Evaluation - If the performance evaluation module is available, you may be asked to complete self-assessments (see Complete a performance evaluation).

• Atmosphere - You may also be asked to complete a work atmosphere survey for your company. The Atmosphere page will then be visible under Human Resources Management in the left-hand menu.

Tips and tricks

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

You would like to view our training videos?

This article contains all the training videos we've put together for you!

• Performance Evaluation - Administration
• Employee training - How to use Folks as an employee
• Manager approval training - How to use Folks as a manager
• Expenses No restriction Set up
• Profile Customization
• Requesting Expense Reimbursement No restriction set up

If you have any questions or encounter technical problems you haven't been able to resolve by searching our Help Center, you can always contact us for help.

In this article, you'll learn how to contact our support team and find tips to help us deal with your query as quickly and efficiently as possible.

1. In Folks, click on the question mark icon in the bottom right-hand corner, then select Submit a Ticket to access the request form.

2. You'll also find a help icon in our Help Center. This allows you to quickly find the self-service articles you need. If you still can't find what you're looking for, click Get in touch > Leave a message > Support Request.

3. Enter the details of your request. Here are some tips to keep in mind to get a resolution quickly.

   1. Provide contextual information: Which product do you want help with, Folks or Glow? What are the symptoms? Are you getting an error?

   2. Share the steps to reproduce the problem so we can speed up the escalation process. Specify whether the problem occurs on other computers and whether it's constant or sporadic.

   3. Add screenshots or files that can help us see what you're seeing or trying to achieve.

   4. If you've found a bug, please start the conversation with “I think I've found a bug” to help our team.
4. When you've finished, click Send. Our agents will get back to you as soon as possible.

How can I access my login information and update it?

1. Access the "My information" section from the "Navigation" menu to start updating your information.
2. To change the username, adjust the "First Name" and "Last Name" fields.
3. To change the login email, make the necessary changes in the "Email" field.
4. To adjust the display language of the platform, click on the "Language" dropdown menu and select your desired language.
5. To update your password, fill in the "Password" and "Password Confirmation" fields, ensuring to meet the following criteria:
   • At least one digit
   • At least one letter (uppercase not required)
   • At least one special character among the following: !@#$%?&*()+
   • A minimum of 6 characters
6. To enhance the security of your account, consider enabling two-factor authentication (2FA) by checking the corresponding box. Once enabled, a code will be sent to your email address with each login, in addition to your password.
7. Click "Save" once all modifications are made.

1. Go to the navigation menu and click on the "My information" menu. This is located below the request finger.

2. In the "User Information" section, select the desired display language using the drop-down menu.

3. Click on "Save".