Administrator Guide

Admin - Folks Overview

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!

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!
New Admin - Getting Started with Folks

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.

Changing the admin

If you haven't already done so, your system's current administrator must transfer their access to you (How to change the 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 keep reading. If you were already using Folks, go to step 2.

When accessing the platform, click the icon with your picture or initials at the top right corner and select Account Management. Here you can change your password and system language (see How can I Modify my Login Information).

2 - Exploring the Admin menu

Discover the different sections of Folks Admin menu and what you can configure in each (see Admin Playlist).

To validate your company information, click Company > Information 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 two training sessions:

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

To ensure that your meetings with our team are as effective as possible, it's crucial to get the right people together and familiarize yourself with the content in advance. Proper preparation is essential to maximize meetings and ensure the success of your project.

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 these guides with your colleagues if needed!

Admin Training #1

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.

Admin Training #2

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)

Configuration checklist for Folks launch

You have created your employee profiles and completed our training? You've come to the right place!

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.

Steps to follow

1. If you haven’t already done so, create your organizational structure by adding the desired job titles, departments, and working sites (see the playlist on organizational structures). You can then import this information using the export/import features.

2. Identify the supervisor for each department. This person will automatically appear as the supervisor in the employee profiles working in that department. You can also manually select another person as the supervisor from an employee’s profile. To identify the supervisor of a department head, go to their profile.

3. Once your supervisors have been added, validate your organizational chart (Company > Organizational Structures > Org Chart). To view the complete org chart, simply select the person holding the highest position.

💡 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!

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.

Steps to follow

1. Start by adding the Holidays on the organizational standards page (Company > Norms). It is not necessary to establish organizational standards for the initial launch—you can come back to this later.

2. Set up your employee standards and run tests to ensure they are working properly. We recommend creating a test employee and entering absences and vacation entries for this employee. Note that you will need to update your banks at the beginning of the year.

3. If you are using the timesheet, configure it according to its type (Time > Timesheet > ⚙️ icon). For a standard timesheet, just configure the calculation of your Holidays. For a project-based timesheet, you will also need to create projects.

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.

Configuration of roles & permissions

1. Before inviting all of your team to join Folks, make sure you have gone through the existing roles (Settings > Roles & permissions). Also create any additional roles you might need to allow or restrict access to specific modules. 

2. If you wish to activate the 2FA authentication for your users, go to Company > Information.

3. A meeting can be scheduled for user management. We recommend it for companies with more than 25 employees to prevent any security issues. If this applies to you, a customer success advisor will have sent you an invitation.

4. Once you are ready, create users for your employees (Settings > Users). An invitation e-mail will be sent. 

5. Share our guides : Manager - Folks Overview et Employee - Folks Overview.

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!