Requests
Types of Requests in Folks
Through Folks HR, employees automatically receive answers to their various requests, without the need for multiple email exchanges and reminders.
Here are the possible types of requests. You can send requests for time off (absence/vacation) and overtime from the web or mobile application.
Time
💫Absence request : this type of request can be used for sick leave.
💫Vacation request : allows you to request a vacation.
💫Overtime request : allows you to submit or use banked hours.
Other
💫Training : allows you to request training
💫Expense account request : allows you to submit an expense account. Only if an expense form applies to you.
💫Job requistion : only if a requisition form applies to you.
Send an absence, vacation or overtime request
You can submit a request for absence, vacation, or overtime by following the steps below. Once a request has been approved, it can no longer be modified.
You can also submit absence or overtime requests from the mobile app.
Absence request
In the header, click the + Make a Request button and select Absence.
In the form that pops up, complete the required information in the Request Information section.
Under Employee Information, your name and job title are selected by default. Required fields are marked with an asterisk.
| Field | Description |
| Reason* | Choose the reason of absence from the drop down. |
| Start and end date* | Input the start and end date of the absence. The number of days will be adjusted following what has been selected under Hour(s) missed or Day(s) missed. It is also possible to manually edit the number of hours of your absence. If your company operates by days, the same applies (for example, requesting a half day instead of a full day). Weekends appear in yellow, and the selection of hours/days must be adjusted manually. |
| Charge the sick leave bank | Enable this option according to your needs and your company's policies. Information about your available balance will be displayed in the Hours in Bank section. This section shows the balance that will remain after your request is approved (in other words, the balance after deducting the requested hours). If your balance is zero, you will need to submit a request without charging it to your sick leave bank. This request will likely be unpaid (without pay). |
| Paid leave | Enable this option according to your needs and your company's policies. |
If desired, you can add comments and attachments to your request.
When you are finished, click Add. An email will be sent to your manager to notify them of your request.
Once the request has been approved or denied by your supervisor, you will be notified via email.
Vacation request
In the header, click the + Make a Request button and select Vacation.
In the form that pops up, complete the required information in the Request Information section.
Under Employee Information, your name and job title are selected by default. Required fields are marked with an asterisk.
| Field | Description |
| Type of vacation* | Select the type of vacation from the drop-down. |
| Start and end date* | Input the start and end date of the vacation. The number of days will be adjusted following what has been selected under Hour(s) missed or Day(s) missed. It is also possible to manually edit the number of hours of your vacation. If your company operates by days, the same applies (for example, requesting a half day instead of a full day). Weekends appear in yellow, and the selection of hours/days must be adjusted manually. |
If desired, you can add comments and attachments to your request.
When you are finished, click Add. An email will be sent to your manager to notify them of your request.
Once the request has been approved or denied by your supervisor, you will be notified via email.
Overtime request
In the header, click the + Make a Request button and select Overtime.
In the form that pops up, complete the required information in the Banked hours request section.
Under Employee Information, your name and job title are selected by default. Required fields are marked with an asterisk.
| Field | Description |
| Date* | Select the date at which the overtime is worked. |
| Number of hours* | Enter the number of banked hours. |
| Type* | Select the type of time. Banked hours : Accumulates in the bank. You can decide later if you want to use it as reclaim time or have it paid for. Banked Hours - to be paid : Accumulates in the bank and will indicate to the approver that you want to be paid for this overtime. To use overtime from your bank, select of these options:
Banked hours - To be used : Accumulates inside the bank and you can decide later if you want to use it as time taken back or have it paid for. The type is only an indication. How the hours are deducted from your bank will depend on the type of time used that you request. |
| Overtime Value* | Select the overtime value from the drop-down. |
If desired, you can add comments and attachments to your request.
Before sending your request for approval, make sure your remaining balance is not in the negative or that you have authorization to do so. When you are finished, click Add. An email will be sent to your manager to notify them of your request.
Once the request has been approved or denied by your supervisor, you will be notified via email.
Managers - Manage time off, vacation and overtime of your team
This article is intended for managers, team leaders, coordinators, and department supervisors who wish to learn how to approve employee requests and create entries in the time management module.
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The time management module allows the creation of absence, vacation, and overtime entries for employees, as well as the approval of all received requests. It also allows for the entry of hours worked and the approval of timesheets by managers (see Timesheet Overview). |
Approval or refusal of a request
When employees submit requests, you'll see them under Pending Requests on the home page. By clicking on a pending request, you'll be redirected to the corresponding module.
We suggest that you modify the request before approving it to make sure that the information provided is correct. To do so, click on the pen and paper icon to access edit mode.
In the details of the request, scroll down to approve and save or decline and delete.
Back in the list of request, under the status column, you can quickly make a decision by clicking on the green check to approve or the red X to decline.
An e-mail will be sent to the employee letting them know if the request has been approved or declined.
For more information about requests see:
- Approve or decline an absence request
- Approve or decline a vacation request
- Approve or decline an overtime request
You can also manage requests from the mobile app.
Creating an entry for an employee
You also have the option to create absence, vacation, and overtime entries for your employees if they are unable to do so themselves.
To create an entry, open the corresponding module page, click the + Add button, select the employee from the drop-down menu, and complete the required information.
For more information on creating entries, see :
- Creating an absence entry for an employee
- Creating a vacation entry for an employee
- Create an overtime entry for an employee
Editing an entry or a request
To edit an entry or a request, locate it in the request list and click the pen and paper icon to Edit. Make the desired changes and click Save at the bottom of the page.
You will need to inform the employee if needed, as the system does not send an email when an entry is modified.
Deleting an entry or a request
To delete an entry or a request, locate it in the request list and click the pen and paper icon to Edit. Click on delete at the bottom of the page.