Employee

1. Go to the section "Employee > Control panel".

2. Click on the drop-down menu "Last , first name" and select the employee concerned.

TIPS :

Don't forget to check "Show inactive employees" if the employee you want to modify is not present in the list.

3. In the "Image" section, click on "Choose a file" to select an image from your computer.

4. Click on "Save".

1. Go to the "Employee > Control panel" section.

2. Select the employee in the dropdown menu "Last, first name".

3. Go down to the "Corporate Information" section.

4. In the field "Work phone", add the cell phone number followed by the office number. Example : Cell: XXX-XXX-XXXX

5. Add the employee's phone extension number in the phone extension box.

TIPS : 

Add the employee's phone extension number in the phone extension box.

6. Click on "Save".

If you find that the automated rule does not apply to an employee who should be covered by it, it may be that the supervisor for that employee has been manually changed in the employee's profile.

TIPS :

The automated rule comes from the supervisor assigned to a department according to its operation site in the section "Admin > Human Resources > Organization Structure > Departments". For more information on how to assign a supervisor to a department, refer to the article Change the supervisor of a department.

1. To apply the automated rule to the employee, go to the section "Employee > Control panel".

2. Click on the drop-down menu "Last, first name" and select the concerned employee.

3. Click on the drop-down menu "Employee Supervisor" and select the first choice "Select...".

4. Cliquez sur "Sauvegarder".

TIPS :

After saving, you will be redirected to the saved employee's profile. In order to validate that the supervisor has been applied, validate the information "Employee's supervisor".

1. Birthday reminders will be displayed based on the date of birth in the employee's profile.

2. Birthday reminders will appear in the dashboard 7 days before the employee's birthday under "Upcoming birthdays".

TIPS :

Only the day and month will be displayed in order to keep the employee's age confidential.

3. The reminder will appear 7 days before the employee's birthday and will disappear the next day.

4. The reminder will appear in the right-hand section of your message center.

1. Go to the "Employee > Control panel" section.

2. Click on the drop-down menu "Last, first name" and select the concerned employee.

3. Select the employee's new supervisor using the "Employee Supervisor" drop-down menu.

4. Click on "Save".

WARNING :

When a change is made in this way, the automation of the selection of the employee's supervisor by the department will be stopped. From the moment you make this manipulation, a change of supervisor made in the department will not impact the modified employee.

TIPS :

If you want to apply the automated rule of the department, refer to the article Apply the automated rule of an employee's supervisor assignment.

TIPS :

To change the supervisor of a department, refer to Assign/Change the supervisor of a department.

1. Go to the "Employee > Control panel" section.

2. Click on "Edit" and add the "Last Name" and "First Name" of your employee.

3. Fill in the other fields in the "Personal Information" section according to the information you have.

4. In the "Corporate Information" section, add the employee's number.

5. Select the employee's supervisor if the employee is part of an exception to the automatic rule in your organizational structure.

TIPS : 

Do not select the employee's supervisor if you have already automated it within your organizational structure.

6. Fill in the other fields based on the information you have and what your payroll system integration requires (if applicable).

7. Add attachments such as the employment contract to the "Attachments" section.

8. Click on "Save".

WARNING :

The suppression will be irreversible and you will lose all data about your employee in all modules. Deactivation is often the desired action. For more information on how to deactivate an employee profile, please refer to the article Make an employee inactive.

1. Go to the ''Employee > Control panel'' section.

2. Click on the dropdown menu ''Name, first name'' and select the employee to delete.

3. Click on the Delete button, bottom left of the profile.

4. A window will appear, click on OK.

1. Go to the section "Employee > Control panel".

2. Click on the drop-down menu "Last, first name" and select the employee concerned.

TIPS :

You can access the employee's control page via two other pages:

• Through the employee summary page by clicking on the edit icon (page and pencil) of the appropriate employee.
• Through the employee's profile by clicking on "Edit".

3. Make changes in the employee's personal or corporate information.

4. Click on "Save".

You can modify your personal information from the My Information page in the Navigation menu on the left of your screen. The following information can be modified:

• Date of birth
• Social insurance number
• Gender at birth
• Language
• Address
• Zip code
• Telephone numbers
• Personal e-mail
• Emergency contacts

Tip: Any changes made in the My Information section will be automatically updated in the Personal Information section of the Employee Profile.

1. Go to the "Employee > Control panel" section.

2. Click on the drop-down menu "Last, first name" and select the concerned employee.

3. Scroll down to the "Corporate Information" section and click on "Make inactive".

WARNING :

Deactivating an employee in this way does not affect your turnover statistics and it will not be possible to launch a turnover process. In order to create a turnover that affects your statistics and that allows you to launch a turnover process, make the entry in the "Turnover" module. For more information on how to use the "Turnover " module, please refer to the article Make an employee inactive through the turnover control panel.

4. A window will appear with the necessary information for a deactivation, fill in the following fields: - The end date - Permanent departure or temporary layoff

5. If this is a temporary layoff, complete the additional information: - The type of layoff - The expected date of return to work - Calculate seniority during this absence

TIPS :

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

TIPS :

If you specify a date in the future, the employee will remain active until the date is reached.

6. Click on "Save" inside the window.

WARNING :

In order to complete the saving of the profile, it is necessary to save again at the bottom of the "Control panel" otherwise you will lose the previously entered data.

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 Salary in the Employee's Profile

   1. Go to Employee > Control Page.
   2. Select the employee from the dropdown menu.
   3. Scroll down to the Corporate Information section.
   4. Modify the employee's salary (hourly wage and/or annual salary). Then, click Save.

2. Making the Change Retroactive

   1. A window appears to indicate the future salary change date.
   2. Check the box to change the history retroactively if necessary.
   3. Select a retroactive change date if applicable.
   4. Click Ok, then Save again.

3. Confirmation and Effectiveness of the New Salary

   • The new salary will be displayed in the salary information of the employee's profile.
   • The salary will be effective from the indicated change date.

Additional Considerations

• In case of using the training module, the system takes into account the salary before the change date for training entries made before this date.

Obtaining a Salary Change Report

1. Go to Employee > Corporate History.
2. Click on Display only the salary history.
3. Click on GO.
4. Changes will appear in orange, allowing analysis based on date and salary.
5. Click on Export to obtain the report.

1. To view the profile notes of an employee, go to the "Employee > Employee profile" section.

2. The "Profile notes" button will be accessible to Administrators and Managers of the employee.

TIPS :

Notes to file are confidential to the employee and the "Profile notes" button will not be available when the user views his own profile.

3. Inside the window, you can add a note by inserting a date and the note. In addition, it is possible to add attachments by clicking on the "paperclip" icon.

WARNING : 

It is not possible to prevent a user, other than an employee, from not having access to the notes on file.

• Understanding Total Recognized Seniority

  Definition and Calculation

  Total recognized seniority is information available in the employee profile and in the employee summary under the "Seniority" column. The calculation of this data follows the formula:

  Seniority + Relevant Experience - Unrecognized Seniority = Total Recognized Seniority

  Key Components

  Seniority

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

  Relevant 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.

  Unrecognized Seniority

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

  Factors Influencing the Evolution of Total Recognized Seniority

  Total recognized 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.