Manager and employee guide
Manager - Folks Overview
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)
Employee - Folks Overview
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)
Introduction to employee profile in Folks
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.
Information
This tab displays the employee's personal, corporate and bank information. Only the employee's general information is visible to colleagues.
To edit information, simply click on the pencil icon in the desired section (if available). Employees can edit their personal information and add a picture to their profile. The employee's status can also be edited to reflect their career path or changes in employment.
When adding a new employee, you need to enter basic information. You can then access their profile to complete any missing information.
If your Folks is integrated with payroll software, certain fields must be filled in to ensure complete transmission of data to your payroll system. To find out what these are, hover over the warning icon(s).
File notes
This tab allows the manager and any other authorized person to add notes to the employee's file. To do so, click on Add new notes at the bottom of the page.
The employee does not see the notes added to his or her file.
Documents
The document management feature integrated into the profile allows you to centralize and organize all documents relating to an employee within the organization.
Depending on your access rights, you can add, share, move, download, rename, view and delete documents. You can also create, rename and delete folders.
Add/manage a document
In the Documents tab, click on the add button. Once the document has been uploaded, the following actions are available: Move to, Download, Rename, Show preview and Delete.
To share the document with an employee, click on the switch.
Create/manage a folder
To create a folder, click on the + Create button to the right of the document list. Once the folder has been created, the following actions are available: Rename and Delete.
The Permanent folder is present by default and cannot be modified/deleted.
For more details about how to manage the documents in an employee's profile click here.
Time
This tab allows you to view an employee's absences, vacations and overtime. It also allows you to view the employee's timesheet.
Onboarding
This tab displays a list of employee onboarding and integration tasks.
Performance and Careers
This tab displays the employee's training and certificates. It also displays the employee's performance.
Expense Accounts
This tab displays a list of the employee's expense accounts.
Discipline
This tab allows the manager and any other authorized person to add disciplinary incidents to the employee's file.
To do so, click on the + Add button.
Surveys
This tab displays the survey for the selected year.
Statistics
This tab contains performance indicators enabling you to observe an employee's evolution in relation to the HR objectives defined by the company.
Work accidents
This tab displays a list of the employee's work-related accidents. Only the manager or an administrator can view this tab.
Employee Auto-Onboarding
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
From the left menu, go to Employees > Employee List and click + Add an employee.
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.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.
Enable email notifications for yourself and/or the employee’s supervisor.
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:
- 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.
- Click Send a profile completion request.
- 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.
- Enable email notifications for yourself and/or the employee’s supervisor.
- 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.