Folks Help Center

Folks 2.0 is now available for all users!

Many organizations have already transitioned during the summer. We’re now entering the final phase of voluntary transition, before the automatic redirection on November 27, 2025.

No migration required

You don’t need to request access or perform any migration steps, simply connect through:
 https://next.folkshr.app (Add it to your bookmarks!)

What’s new

• Modernized and simplified interface

• Faster navigation and improved structure

• New centralized employee profile

• Secure SSO login

• Optimized employee document management

Sunsetting (End-of-life)

• Removal of the Quality section (complaints, Satisfaction, Incidents)

  • Folks will be refocusing on the HR and Hiring core features

Resources

Get started quickly with our short learning videos:

• For managers – Overview of new features

• For employees – Introduction to navigation and daily use

Note: Starting November 27, all users will automatically be redirected to Folks 2.0 and Folks Legacy will be deactivated.

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. 

You have created your employee profiles and completed our training? You’re almost there!

Setting up your Folks environment can be done quickly, but you may also want to plan the platform’s rollout for optimal use.

If you want to launch the platform as quickly as possible, follow the steps below. You’ll also find tips 💡 for creating long-term impact.

👔 Employees: Organizational Structure and Supervisors

After importing your employees, validate their information in the summary (Reports > Summary List > Employees >Employee Summary). You can always create custom fields and use the import/export features to bring in new information.

The next step is to create your organizational structure (job titles, departments, and working sites). However, it’s possible that you already imported this information during the initial import.

If that’s the case, go to the organizational structures to identify the supervisor for each department. You will also need to identify the supervisors of your department heads. Read the instructions below to learn how to proceed.

💡 Are you planning to recruit soon? Consider automating the onboarding and integration process for your new hires. If any steps involve reading or signing documents, add them to your document resources or to the electronic signature module!

• Complete steps for setting up onboarding processes
• Introduction to E-Sign steps

The offboarding too can be automated (see Complete steps for configuring offboarding processes).

Did you know? Our requisition feature allows managers to request new resources for their teams or to request replacements. You can set up requisition request forms through Recruiting > Job Requisition >⚙️ icon (see create a configuration for job requisition requests).

📅 Time Management : Norms and Banks

In order to use the time management module, you must add your Holidays and establish employee's norms. 

The timesheet can be used to track how many hours your employees have worked. See instructions below.

Did you know? You can manually add employees to the notification list (Settings > Notification Management). You can choose when a notification is sent; for example, any request or changes made to an employee profile. 

🔒 Users : Roles & permissions

Once you are done with all the desired configurations, you can invite your employees by creating their user accounts. Make sure you have created roles, assigned the appropriate permissions and verified everything with our team.

Congratulations!🎉 You are now ready to launch Folks.

👉 Other Modules to Explore

The following modules can be implemented before or after launch to maximize the value of the platform.

• Professional Development – Add employee certificates to track their issue and/or renewal dates. Adding training also allows you to track all related costs (instructor, travel, etc.) for development activities.

• Expenses Accounts – In addition to leave and overtime requests, employees can submit expense account requests when a request form is available (Employees > Expense Accounts > ⚙️ icon).

• Performance Evaluation – Optimize your organizational performance by creating custom evaluations (Career Development > Performance > ⚙️ icon).

Continue to check our Help Center for resources and information on using Folks.

We’re happy to have you with us!

The “Import/Export” option is a handy feature that lets you quickly import data on several employees at the same time.

If you're ready to start using Folks and would like to import your employees, read on to learn how.

Step 4: Correspondence

A new page will open, and you'll need to link each column in your import file to the corresponding field. Once you've made these connections, click on Import. If any errors are detected, they will be indicated. Make sure to correct them in the original file before re-importing it.

 

 

Tips for filling out the spreadsheet correctly:

• The identification number is unique. Make sure not to assign an existing number to any employee in your file.
• The following fields must match existing entries exactly: job title, department and working site. If they do not already exist in your Folks environment, they will be created.
• All dates must be entered in yyyy-mm-dd format.
• Language must be entered in uppercase: French or English.
• Job type must correspond to one of the options supported by the system:

- Casual Relief

- Part-time CDD

- Full-time CDD

- CDI part-time

- Part-time fixed-term contract

- Full-time CDD

- CDI part-time

- CDI full-time

- Maternity/Parental Leave

- External consultant

- Contract worker

- Contract - Part-time

- Contract - Full-time

- Student

- Disability

- Occasional

- Early retirement

- Probationary

- Seasonal worker

- Subcontractor

- Trainee

- On-call/full-time

- Supernumerary

- Temporary

- Part-time

- Full-time

- Temporary foreign worker

• Province names must be written exactly as they appear in the system, with the first letter capitalized (e.g., Ontario, not ontario).
• Country names must also begin with a capital letter.

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.

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 top right od the screen, click on your profile and pick Account management. Here you can change your password and system language (see How can I Modify my Login Information).

To validate your company information, click Settings > Import / Export 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.

Your organizational structure can be set up manually or by importing a file. We recommend importing a file, as this method is much faster during the initial configuration. Follow these steps to import a file:
 

Step 1: Export your employee list

To export the required information, go to Employees > Employee List from the menu on the left. On this page, click the View Summary button in the top right corner.

On the Employees Summary page, click the Export button to display the export options pop-up. Deselect all fields except the following:

• Employee
• Employee number
• Company number
• Position

Once you’ve selected only these fields, click Export. A CSV file containing the selected information for all your employees will begin downloading. Open this file and proceed to the next step.

Step 2: Modify the file to add the organizational structures

In the downloaded file, you will find the following information:

• 5 columns: Last name, First name, Employee number, Company number, and Position
• The Position column should be empty

When you import this file, the positions, departments, and working sites it contains will be created. You must manually add the Department and Working Site columns (if necessary). If you only have one site, we do not recommend adding the Working Site column. Then, enter the information specific to each employee in the Working Site, Department, and Positions columns.

⚠️Warning! Make sure there are no mistakes in the names of the structures to avoid creating duplicates. Example: “Sales” and “Sale” in the Department column would create two different departments during import.
 

Step 3: Import file

Once the file is complete, you must now import it into your system. Go to Settings > Import/Export, then, in the Employee Import tab, select the completed file and click Import. 

On the next page, link the following fields together:

• Employee number -> Employee number
• Company number -> Company number
• Working site -> Working site
• Department -> Department
• Position -> Position

You do not need to import the employee's first and last name, so leave those fields set to Do not import.

Once everything is mapped correctly, click Import to complete the process.

Step 4: Add supervisors to the departments

Go to Company > Organizational Structures, then click the Departments tab. Click on the paper/pencil icon at the end of each department row to select the supervisor for each working site. 

Note: Only one supervisor can be assigned per working site within the same department.

Once supervisors are linked to their departments, they will be automatically associated with the employee profiles according to their corresponding working site and department.
 

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

Settings in Folks

In the left menu, select Settings > Security.

Make sure you are on the Single Sign-On (SSO) tab, then click Activate.

Fill in the following fields:

• Company code: you can choose this freely as long as it is not already taken

• Identity Provider: Google Workspace or Microsoft.

Configuration with Microsoft

1. Sign in to the Azure portal.
2. Go to Enterprise applications.
3. Click New application, then Create your own application.
4. Name your application Folks and click Create.
5. Once the application has been added, set up single sign-on by selecting the SAML method, then click Edit.
   👉 For more information, see the documentation SAML configuration for Microsoft Azure.

6. In the first section (Basic SAML Configuration), fill in the following fields:
   Identifier (Entity ID):
   https://api.folkshr.app/auth/sp/your_company_code/
   Reply URL (Assertion Consumer Service):

   https://api.folkshr.app/api/v2/authorization/sso/respond/your_company_code
   (Replace your_company_code with the name you previously defined in Folks under Settings > Security.)

7. Click Save.

8. In the third section (SAML Certificates), download the Federation Metadata XML file.

9. Return to Folks, upload the XML file in the designated area (Identity Provider), then click Finish.

Configuration with 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.
10. Return to Folks, upload the XML file in the designated area (Identity Provider), then click Finish.

User login

When a user accesses the Folks login page, they will see a new button allowing them to log in via Single Sign-On (SSO). They will need to enter the company code you provided to complete the login process.

Require SSO Login

To enhance security, you can require all users to sign in using only SSO:

• Simply turn on the toggle for Require SSO login for all users.

⚠️ Important: When this option is enabled, the standard login method (manually entering an email address and password) is no longer available. Therefore it is important to ensure that all your users have a professional email address linked to Microsoft or Google.

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 - Folks Overview
• Employee - Folks Overview
• Folks Training Videos

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

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 in each.

• 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!

In this first training session, we'll explore the essential features of the platform to help you navigate and manage your environment effectively.

Here's the link to view Training 1.

📽️ Recording: Folks HRIS - Training #1 (duration: 1h)

Next step

Get ready for the second training session, in which we'll cover time management and career development modules.

See also: A new Folks awaits you 🚀

In this second training session, we'll introduce you to the time management and career development modules.

Here's the link to view Training 2.

📽️ Recording: Folks HRIS - Training #2 (duration: 1h)

See also: A new Folks awaits you 🚀

This Folks HR training video 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 video also covers the main HRIS functionalities and modules, offering detailed explanations and practical examples.

📽️ Recording: Manager Training (duration: 28min)

In this training video, 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.

📽️ Recording: Employee Training (duration: 29min)

When a user cannot log in to the platform, several scenarios may be the cause:

1. The user's account has been deactivated or modified by the user managers of your Folks.
2. The email received for activating the user account is expired. The login email titled "Your new Folks HR account" expires after 7 days. 
3. Other modifications have been made to the identifier before the first login.
4. The password entered is not correct. The user can click on the "I forgot my password" link on the login page.

5. The user's account was manually activated. When creating a user, it is important not to activate them manually. This does not allow the user to choose their own password. Immediately after creation, a small wave should be present in front of the user's name. 

   

   This means they have not yet been activated. Once the user has chosen their password and successfully logged in for the first time, the wave will disappear. 

Depending on the situation, managers can: 

• Correct the username
• Provide a temporary password
• Delete and recreate the user 
• Reactivate the account 

How to login and logout of Folks

Login

Visit the Folks login page and enter your login information: email address and password, then click Login.

💡 Tip: Add the Folks login page to your favorites for quicker access.

If your account is locked after several unsuccessful login attempts, try logging in again after 5 minutes. If it still doesn’t work, it is likely that the password is incorrect. You will need to reset it by clicking I forgot my password (see the article here).

To change your username or password, refer to this article.

Logout

To log out, click on your profile picture at the top right, then select Log out.

You will automatically be logged out if you’re inactive on the platform for more than 12 hours.

When you are logged in to your Folks account, you can change your login information on the Account Management page.

1. In the top right corner, click your profile picture or initials.

2. Select Account Management.

3. You will be redirected to a page where you can update your login information.

Here, you can change your first name, last name, and login email address. You can also change the display language, which determines the language in which the platform appears. Only English and French are available.

Changing Password

You can change your password by following these steps:

1. Put in your new password in the dedicated field.

2. Re-enter your password in the Confirm Password field. Make sure both entries match.

3. Your password must meet the following security 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

Click the Save button at the bottom of the page to record all changes to your login information.

If needed, you can also use the Forgot my password option on the login page to reset your password.

Enabling Two-Factor Authentication

If an administrator has enforced two-factor authentication, it is strongly recommended that you activate it for increased security.

1. Check the box “Enable Two-Factor Authentication (2FA)” to strengthen your account security.

2. Once activated, a security code will be sent to your email address each time you log in, in addition to your password.

3. Click the Save button at the bottom of the page to record all changes to your login information.

To access your invoices, make payments, and sign up for automated credit card payments or pre-authorized bank withdrawals, log in to the Chargebee/Folks portal.

You will receive a different code each time you log in.

⚠️Attention! Only one person per company has access to the portal. If your email doesn’t work, it means you are not that person. The person who has access is not necessarily the Folks company administrator.

If your account becomes locked after several unsuccessful login attempts, wait 5 minutes and try again. If it still doesn’t work, you can use the Forgot password? option on the login page to reset your password.

Password reset

1. On the login page, click the I forgot my password button.

2. In the window that opens, enter the email address associated with your account.

3. Click Send a new password. A password reset email will be sent to you.

4. Follow the instructions in the e-mail.

When choosing your new password, it must meet the following criteria:

• At least one number

• At least one letter (uppercase not required)

• At least one special character from the following: !@#$%^&*()+

• A minimum of 6 characters