Announcements

The new Onbording/Offboarding module was designed to simplify and structure the management of employee arrivals and departures through configurable processes, automatically assigned tasks, and email reminders.

This article summarizes what's changing, what to expect based on your role, and the key points to know before the module goes live.

Summary of Changes

The module is based on two main concepts:

• A process template is a configurable process that defines which tasks it includes and which job titles it is associated with. It can be edited at any time, and those changes apply only to future launches — never to processes that have already been launched
• A launched process is the version applied to a specific employee. Once launched, it becomes a frozen copy: any subsequent changes made to the template no longer affect it. In addition, deleting a template does not delete its history.

For HR Teams and Administrators

Here's an overview of process configuration.

• You will be able to configure standardized processes with tasks that can be organized by drag-and-drop. Tasks can be created beforehand and then edited as needed once added to processes, or created directly y while creating the process.
• Create tasks with detailed descriptions and schedule them relative to the start date, hiring date, return date, or end date.
• Before confirming a launch, review the details of each task in a side panel and adjust the task owner and due date. Select new tasks, create employee-specific tasks, or remove those that do not apply — all without modifying your original template.
• The Process page allows you to view all launched processes for your company. You can also view an employee’s process history in their profile (under the Processes tab).
• The Offboarding page will be used to record departures within your company. You can also record an employee’s departure from their profile by deactivating or terminating them. A new option will allow you to include the departure in statistics.

For Managers

• Only one active process at a time per employee: the current process must be completed or cancelled before launching a new one for the same employee.
• As soon as a process is launched, an assignment email will be automatically sent to each task owner. If a task is assigned to an employee who does not yet have a user account, they will not receive an email.
• In your employees’ profiles, the Processes tab will allow you to view their process history. The Processes page will also list all launched processes for your employees.
• You will have the ability to reassign an employee’s task, change its due date, or add a new one at any time on an ongoing process.
• By deactivating or terminating one of your employees, you can record their departure. If the employee has ongoing tasks, you will be prompted to reassign those tasks to another responsible person.

For Employees

• You will receive an email when a task is assigned to you, as well as reminders before the due date and in case of delay (if enabled).
• You will have access to the tasks assigned to you via your profile (under the My tasks tab). You will be able to mark a task as done.

The Folks interface is evolving with an all-new navigation experience to enhance your productivity. Discover the upcoming changes through this video!

If you missed our introductory webinar, you can watch the recording here: Folks 2.0 Overview

You'll find all the features you use in just a few clicks!

We're determined to offer you a smooth transition. That's why your Customer Success Advisor will contact you over the next few months to prepare you for the rollout and answer any questions you may have.

Improved navigation

The header contains a shortcut to make requests and a user menu to access your profile and account settings (your user information).

A search bar is also available to enable you to quickly find any employee in Folks.

Note the disappearance of the key icon (Tools). To access the tools :

• Phonebook: This tool no longer exists. However, you can go to Employees > Employee List to obtain the phone numbers and e-mails of all employees.
• My portal: Go to Documents > Documents Resources.
• Calendar: Go to Time > Calendar.

Main menu

The main menu is on your left. Click the icon to open it. Here's an overview of the different sections you can access:

• Home - The home page, also known as the reminder and notification center, displays the same information. It is possible for a manager to navigate between the Me view (visibility of their information only) and the All view (visibility their team's information).

• Employees - This section contains the employee list and the expense account module. By clicking an employee's name in the list, you can access their profile. For full details, see New employee profile. The functions for adding and editing an employee are also available. At present, only personal information can be edited.

  Administrators can access employee profile customization (custom fields) by clicking the gear icon located at the top right of the employee list. To view the summary, simply click the shortcut.

  In the expense account module, eligible expenses can be configured by clicking the icon (admin only).

  In the disciplines module, you can add a discipline by clicking the add button, and view the summary of disciplinary incidents by clicking the shortcut.

• Time - The time management module still allows you to create absence, vacation and accumulated time entries for employees, and to approve the requests received. Entries can be added by clicking the add button, and summaries can be viewed by clicking the shortcut. In addition, company administrators can now access certain configurations, such as adding reasons for absence, by clicking the icon.

  You can also enter hours worked and approve timesheets at any time. As an administrator, you can access timesheet configuration options by clicking the icon.

  Any user can view the Calendar under the timesheet.

• Onboarding/Offboarding - This section includes the following modules:
  • Onboarding - This page allows an administrator to configure the arrival and departure
    by clicking the icon. It
    displays the list of employees for whom an arrival process has been triggered.
  • Offboarding - This page allows an administrator to configure the arrival and departure processes and add departures. It displays the list of employees for whom a departure has been added.
• Career development - Performance evaluation and professional development modules are grouped under this section.
  • Performance - The performance appraisal module enables you to create tailor-made
    performance evaluations and incorporate best practices for collaboration
    between employees and managers.
  • Careers and Certifications - This module allows you to document employee certificates and receive automated reminders for renewals, if applicable. A career management page also allows you to view the certificates of all employees, including training requirements, as well as the objectives and career plan defined when associating certificates to employees.
  • Training - This module enables you to document employee training costs.
• Recruiting - This section allows you to access the personnel requisition module (if activated) and the ATS. To configure the ATS link, add your link in the Career site field of your company file (Company > Information).
• Health and Safety - This section provides access to the work accident module. Accidents can be added by clicking the add button, and the summary can be consulted by clicking the shortcut.
• Company - This section groups together the pages relating to the configuration of your organization's structures. Only an administrator can view this section.
  • Information - This page is your company fact sheet. It is used to document essential information about your organization. It is also on this page that you can activate two-factor authentication (2FA) for your users.
  • Organizational Structure - The pages in this menu allow you to create your organizational structure and view the organization chart.
  • Norms - The Organizational Standards, Employee Standards and Bank Transfer pages are located in this menu.
  • Salary Grid - This page is used to add a salary grid.
• Documents - This section provides access to document resources (formerly My portal) and the electronic signature module.
• Reports - This section provides access to the list of summaries, the dashboard and its summary, and the KPIs.
• Payroll - A payroll module is coming soon!
• Settings - This section contains all the pages relating to system management. Only an administrator can view this section.
  • Roles and Permissions - This page corresponds to the security roles management page. Please note that some permissions have been moved and/or renamed.
  • Users - This page lets you add or generate users. It displays the list of platform users.
  • Integrations - The integration configuration pages (single sign-on, Nethris, etc.) and the API key management page are located in this menu.
  • Import/Export - The pages in this menu allow you to import and export employees.
  • Notification Management - This page lets you manage mailing lists.

New employee profile

The most important new feature is undoubtedly the employee profile, with its tabs providing access to the various information available on the employee.

Among the tabs available, the Documents tab allows you to centralize and organize all documents relating to an employee within the organization.

Available tabs

• Information - This tab displays the employee's personal and corporate information (which cannot be edited at present), as well as their banks. Only the employee's general information is visible to colleagues.
• File notes - This tab allows the manager and any other authorized person to add notes to the employee's file.
• Documents - As mentioned above, this tab contains the employee's documents. Depending on your permissions, it will be possible to add, upload, rename, view and delete documents.
• Time - This tab allows you to view an employee's absences, vacations and overtime. It also allows you to view the employee's timesheet.
• Expense Accounts - This tab displays a list of the employee's expense accounts.
• Onboarding - This tab displays a list of the employee's onboarding tasks.
• Performance and Careers - This tab displays the employee's training and certificates. It also allows you to view the employee's performance.
• Discipline - This tab allows the manager and any other authorized person to add disciplinary incidents to the employee's file.
• Work accidents - This tab displays a list of the employee's work-related accidents. Only the manager or an administrator can view this tab.
• Surveys - This tab displays the survey for the selected year.

Administrators can access the employee's personalized fields by clicking the icon. To view historical data, simply click the shortcut.

Single Sign-On (Google and Microsoft) 

Single sign-on (SSO) allows users to log in to the Folks platform using their existing business credentials, simplifying access while strengthening security.

An administrator can configure and activate integration with their company's authentication provider in Settings > Integrations by clicking the + Add button.

When a user accesses the login page, they will notice a new button enabling them to continue with single sign-on.