First steps with Folks ★

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)

In Folks, profiles present all employee information. Discover the different tabs available and what you can find depending on your permissions.

Administrators can access employee custom fields by clicking on the icon. To view employee history, simply click on View summaries.

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:

• Admin training 1
• Admin training 2

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 these guides with your colleagues if needed!

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

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 Folks ATS? 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.

Auto-onboarding is a feature that allows you to quickly create employee profiles. You can collect the necessary information using an automated form sent by email. This allows the employee to fill in their own information or confirm that it has been entered correctly. This speeds up the onboarding process for new employees.

Steps for sending a form

1. From the left menu, go to Employees > Employee List and click + Add an employee.

2. Fill in the required fields: last name, first name, and personal email address.
   👉 Note that this is the address to which the employee will receive the email allowing them to complete the form. You may also fill in other optional fields such as job title, phone number, hire date, etc.

3. Once the information has been added, check the option to send a form to the employee and select the information they will need to provide by marking the appropriate boxes. You can also request that the employee upload documents by checking the corresponding box.
   

4. Enable email notifications for yourself and/or the employee’s supervisor.
   

5. Click Add employee. The employee will immediately receive an email containing the form to fill out with their personal information.
   👉 Note that the link sent to the employee is only valid for 7 days.
   ⚠️ If the employee lands on an error page, it means the link has expired or has been canceled.

Required Fields

You can make certain fields required when sending the form to your employees. This helps prevent the accidental submission of an incomplete form.

👉 By default, no fields are required. You must enable this option for each field based on your needs.

First check the general field you want displayed. When selecting each field to be completed, you have the option to enable the Required toggle. Make your selection, then save. If you check use these choices as default for my future requets, your settings will be saved for future submissions.

For employees receiving the form, required fields will be identified by an asterisk (*) next to the label. These fields must be completed before proceeding to the next step of the form.

Custom Fields

If you have custom fields in your employee profiles, it is possible to make them available in the onboarding form. Only custom fields related to personal information or non-salary information can be displayed and completed in the form. From the employee profile configuration (Employees > Employee List and click on the gear icon), make sure that “Profile Section” is set to Personal and that “Salary” is set to No.

Sending the form to an existing employee

If the employee profile has already been created, it is still possible to send the request form. To do this, you must:

1. Go to Employees > Employee List and click on the three vertical dots ⋮ on the row of the employee to whom you want to send the form.
2. Click Send a profile completion request.
3. Select the information the employee must provide by checking the matching boxes. It is also possible to request that the employee adds documents by checking the documents box.
4. Enable email notifications for yourself and/or the employee’s supervisor.
5. Click Send. The employee will immediately receive an email containing the form to complete with their personal information.

👉 Note that the link sent to the employee is only valid for 7 days.
⚠️ If the employee lands on an error page, it means the link has expired or has been canceled.

Tracking requests

A temporary visual indicator ⏳ is added next to the employee’s name, directly in their profile, to signal that form completion is pending. This indicator will also be visible in the main list under Employees > Employee List.

From the employee list, you can resend the form or cancel the request by clicking the three vertical dots ⋮.

The information completed by the employee is automatically added to their profile.

The employee can also access and complete this form from their mobile phone.