Employee

A new button labeled “My Team” has been added to the Employees > Employee List page. By default, this filter is active (indicated by a grayed-out button with a check mark). You can uncheck it at any time to view the full employee list. This filter allows you to quickly see the employees under your direct supervision. 

⚡ Please note: the system uses the direct supervisor that appears in the corporate tab of the employee's profile.

The filter is only accessible to employees in supervisory roles.. If an employee does not supervise any department or employee, this filter will not appear in their menu.

It is also possible to filter employees by displaying only those who have been employed for 3 months or less (Recent employees filter).

Finally, the inactive employees filter allows you to view employees who are no longer active (whether permanently departed or temporarily laid off). Inactive employees will be shown in the list with a light gray filter.

It is possible to add documents to an employee's profile and restrict its access. There are two ways to go about it: by attaching a file through file notes or by adding an attachment directly in the employee's profile (under documents).  

File Notes

You can add notes in an employee's profile (file notes tab). For each note you can attach a file. This tab is never available to the employee himself. There are no access to give or remove. It is hidden by default. This eliminates the risk of giving the employee access to their files by accident. 

Limit the access to files by going through the employee's profile 

When adding files to the employee's profile (documents tab), you have the option to make the file available to the employee of not. If you do not wish for the employee to view the files, simply make sure that the shared to employee toggle is off. For more information about document management for employees click here. 

Only individuals who have been granted access to view files in another employee's profile will be able to access them. This permission is given in the user management page. 

Location

Anniversaries are visible on the home page under the Anniversaries widget.
This widget displays both birthdays and work anniversaries.

Widget Functionality

The Calendar widget shows a colored dot to indicate upcoming anniversaries.
Only the day and month are displayed.

To see the type of anniversary (birthday or work anniversary), click on the relevant day in the calendar to expand the Anniversaries widget.

How do I change the salary of multiple employees at the same time?

1. Creating the file for export
   • Go to Employees > Employee List and click on view summary to see the employee information.

   • Use the export button to select the necessary data: names, employee numbers, salary.

     Note: All changes will be made for the same date for all affected employees. You can choose a retroactive date or the current date.

2. Modifying the exported file

   • Open and adjust the Excel file for better viewing.

     Note: It is important to delete the rows of employees with no salary changes and to ensure the uniqueness of employee numbers to avoid confusion during import.

3. Saving and preparing for import

   • Save the file in CSV format with a semicolon as the separator.

     Note: Make sure you check the file format to avoid errors when importing into Folks.

4. Importing the data into Folks
   • Go back to Folks and click on Settings > Import/Export. 
   • Upload the CSV file and click on import.

   • Correctly match the columns.

     Note: Indicating the date of the salary modification is essential. You can also add explanatory notes if necessary.

5. Final verification

   • Proceed with the import and wait for the process to finish.

     Note: It is important to review the import log to spot and correct errors, and redo the import after corrections if necessary. Make sure the update was done properly by checking a few employee profiles.

To change an employee’s supervisor

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.

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.

⚠️ WARNING

The deletion is irreversible, and you will lose all data on this employee across all modules. Deactivation is often the desired action. For more information on how to deactivate an employee profile, refer to the article Make an Employee Inactive.

Steps to Delete an Employee Profile

1. Access the Employees > Employee List section and click on the name of the employee to delete in order to access their profile.

2. Click the gear icon⚙️ in the top right corner to access profile configuration.

3. Click Delete Employee. A confirmation window will open: click Delete Employee.

This article covers the individual modification of an employee profile.
For bulk updates, refer to the article Import Data.

Steps to Follow

1. Go to the employee’s profile, either using the search bar or from the Employee List under the Employees menu.

2. Select the Personal Information or Corporate Information section.

3. Click the pencil icon to activate edit mode.

4. Make the desired changes.

5. When finished, click Save.

⚠️Important

Warning icons may still appear if certain integrations require additional information.
Some fields also have editing restrictions, such as the Social Insurance Number.

👉 Note

Changes made to personal or corporate information can be viewed using the History button, located in the top right corner of the employee profile.

Here is how you can activate an employee that is currently inactive.

Steps:

1. From the menu on the left,go to Employees > Employee list and select the employee who you wish to make active. 
   💡Tip: use the inactive employees toggle to make all inactive employees appear in the list. They should show up with a greyed out color.
2. Once you enter the employee's profile, click on the status below their name. This will make you access edit mode. 
3. In the drop-down for employee status, select active employee. 
4. Input the official return date for this employee. 
5. Decide if the seniority must be calculated during the absence. 
6. Click on Edit. 

You can edit your personal information by clicking on your profile picture in the top right corner and then on My Profile. The following information can be edited:

• Date of birth
• Sex at birth
• Language
• Address
• Zip code
• Phone numbers
• Personal e-mail
• Emergency contacts

Any changes made will be automatically updated in the Personal Information section of the employee profile.

How to manage a dual supervision situation:

In some cases, you may need two managers to supervise the same employee. Although the system does not directly allow you to designate two supervisors, there is a workaround for this limitation:

1. Creating a shared user: It is possible to create a user in the system that represents both managers. ⚠️Warning: This shared account will have access to the same information as the two individual managers.
2. Division of responsibilities: The two managers can divide approval tasks between themselves as needed.
3. Notification management: Only the manager assigned to the employee's file will appear in the organizational chart as the official supervisor and will receive email notifications. This distinction is important to maintain clarity in communication.

How to make an employee inactive through their profile?

1. Go to Employees > Employees List

2. Click on the name of the employee

3. Next to their profile picture, click on the pen icon to edit status

4. A window will open with the necessary information for a deactivation, fill in the following fields: 

• The type of inactivity

• The start of inactivity period :; if the date is in the future, the employee will remain active until that date is reached.

• Expected return date to work (if known or applicable)

Also choose if you want to calculate seniority during the absence.

👉 Important: the seniority calculation is activated when the employee maintains his employment relationship during a temporary layoff. He/she will continue to accumulate normal privileges.

6. Click on edit to save your changes

Learn how to add or change profile photos in the platform.

Here's how:

1. From the main menu on your left, click on Employees > Employee List and select the name of the person for whom you’d like to add a profile photo.

2. Click on the camera icon. The message “Add a profile photo” will appear.

   

3. Upload the image you’d like to use from your computer files. Crop if needed and click “Add.” The profile photo will appear immediately.

   ⭐ Please note that only the account administrator and users with a role that allows them to add or modify attachments will be able to add or change a profile photo for another employee.

   If an employee has a user account, they will also be able to add, change, or delete their own profile photo.

    

   

   💡 If a photo is already assigned to the profile, you will see more options when clicking on the camera icon:

   View profile photo

   Change profile photo

   Remove profile photo

    

    

    

    

    

This article provides detailed instructions on managing retroactive salary changes for employees via Folks. It guides through the various steps, from modifying the salary in the employee's profile to obtaining reports on salary changes.

Salary Change Procedure

1. Modifying an Employee’s Salary in Their Profile

   1. Go to Employee > Employee List and select the employee whose salary you want to modify.

   2. Go to the Salary Information section through the Corporate tab.

   3. Edit the employee’s salary (hourly wage and/or annual salary). Click Save.

2. Making the Change Retroactive

   1. When saving, a window will appear prompting you to enter the Effective date of change.

   2. Check the box Change salary retroactively.

   3. Add a retroactive change date.

   4. Click Edit.

3. Confirmation and Effectiveness of the New Salary

   • Confirm that the new salary is correctly displayed in the employee’s salary information.

   • The salary and related calculations will take effect from the indicated change date.
      

⚠️ Attention: If the training module is being used, the system will take into account the salary before the change date for any training entries recorded prior to that date.

Getting a Report on Salary Changes

1. Go to Employee > Employee List and select the employee for whom you want to review the history.

2. Click View History and make sure you are in the Corporate tab.

3. Filter the results by entering the dates and checking the box Only Ddisplay salary history.

4. Click GO.

5. The changes will appear in orange, allowing for analysis based on the date and salary.

6. Click Export to obtain the report.

To make it easier to use our platform, we've compiled a list of the different file types and formats we support. This will allow you to quickly check the compatibility of your documents with our system. 

We recommend consulting this list to ensure the best possible experience with the Folks environment.

Documents: Rich Text Format (RTF), Microsoft Word, OpenDocument Text (ODT), and PDF (only PDF 1.3 and above are supported).

Spreadsheets: Microsoft Excel and OpenDocument Spreadsheet (ODS).

Presentation: Microsoft PowerPoint and OpenDocument Presentation (ODP).

E-mails & messages: RFC 822 (Email Messages) and Outlook Message Format (MSG).

Text and data: Plain Text and JSON.

Images: GIF, JPEG, PNG, TIFF, WebP and HEIC.

Audio: WAV, AAC and MP3.

You can access an employee’s profile in two ways:

• Go to Employees > Employee List, then click on the desired employee.

• Use the search bar to find the employee profile directly.

Once in the profile, click the File Notes tab from the shortcut tab bar.

Steps to Follow

1. Go to Employee > Employee Profile.

2. The File Notes button is available to all users who have access to the employee’s profile.

3. In the window that opens, you can:

   • Add a note by entering a date and the note text.

   • Attach a file by clicking the paperclip icon associated with the note.

⚠️Important:
Employees don't have access to their own file notes. 

It is however possible to give access to profile notes to other users. In the user access page, make sur the 'Give access to the employee profile notes' box is checked. Permission to access employee profiles must also be enabled.

Understanding Total Seniority

Definition and Calculation

Total seniority is information available in the employee's profile (corporate tab) and in the employee summary under the Seniority column. The calculation of this data follows the formula:

Company Seniority + Recognized Experience - Non comptabilized Seniority = Total Seniority

Key Components

Company Seniority

This metric indicates the time elapsed between the employee's hiring date and the current date.

Recognized Experience

This is an adjustable field on the employee control page, where you can enter a positive or negative value that influences the total recognized seniority.

Non-comptabilized Seniority

This part represents the duration of the employee's inactive periods during which seniority is not accrued.

Factors Influencing the Evolution of Total Seniority

Total seniority can vary based on several elements:

• Temporal Evolution: Seniority naturally increases over time.
• Changes in Hiring Date: Modifications to the recorded hiring date affect the seniority calculation.
• Adjustments in Relevant Experience: Adding or removing relevant experiences also alters this value.

Tips and Tricks

• It is recommended to keep the information on relevant experience updated to ensure an accurate assessment of seniority.
• For employees who have had periods of inactivity, it is important to document these periods as unrecognized seniority to avoid calculation errors.