Workforce Management
TL;DR: The Workforce Management app centralizes employee profiles, vacation tracking, flextime reports, and team settings in one place. Activate it from Settings & Apps to start managing your team's information, working hours, and leave balances.
Who can do this
Company administrators or primary users can activate and configure the Workforce Management app
All team members can view and edit their own profile information once the app is active
Managers and HR personnel can access team-wide reports and employee notes
Manage your entire team from a single platform
The Workforce Management app is a comprehensive team management solution designed to simplify employee information management and job tracking. It allows managers and HR personnel to keep data up-to-date, promote collaboration, and optimize workforce planning.
How to activate
Open Settings & Apps.
Locate Workforce in the apps list and select it.
Select Activate.
The app's status changes to Active once activation is complete.
Enhanced employee profile
After activation, you can configure detailed employee profiles using standard and custom fields.
Configuring user fields
Open the Workforce app settings.
Select the User Fields tab.
For each employee, you can add important information such as:
Contact details
Departments
Knowledge and skills
Certifications and performance metrics
Other custom information: employment contract start date, accounting level, software proficiency, health check dates, and assigned equipment
Adding and reordering custom fields
You can add company-specific fields and organize them to fit your needs:
Select Add New Field to create a new data field, or add a Subheading to group fields together.
To reorder fields, hover over the drag handle (six dots icon) next to a field, then drag it to the desired position.
Important: Remember to select Save after making changes to user fields.
User profile
After activating the app, the user profile view is enhanced with additional sections.
Settings section
Under the Settings section of their profile, users can manage:
Contact details
Language preferences
Default Company selection
System notifications
Info section
Under the Info section, users can enter information that the company wants to collect, such as:
Education details
Information about equipment used for work
Health check dates
Note: The displayed fields in the Info section are pre-configured by the company administrator.
Notes section
Under the Notes section, users can save data that is important to them and intended for personal use only. Managers can save summaries of performance reviews, employment contracts, health check reports, and more. The HR department can use notes to track the onboarding process or document policy explanations.
Agreements section
Under the Agreements section, employees can view their personal employee agreements.
Budget and employee labor cost
When a company uses the Budget functionality, it can specify the employee's billable rate and labor cost. Hours worked are multiplied by the corresponding billable rate, providing an overview of the actual labor cost and the resulting profit.
Vacations
Under the Vacation section of the user profile, employees see an overview of their vacation requests, day-off applications, and vacation balance. Employees can:
Add a new vacation request
View the status of a vacation request
To review or delete a vacation application, select the three-dot menu next to the application.
Flextime report
The Flextime report provides a clear overview of the team's working hours, expectations, overtime, and leave balances. This report combines actual and agreed-upon working hours to identify whether employees are under or over expected work hours.
You can also compare planned and actual office time to understand how location affects your team's profitability.
Note: Customizable settings for expected working hours are available to Elite package users, allowing more precise tracking for individual employees or special agreements.
Generating a flextime report
Open Reports.
Select Flextime.
Select the filter icon to activate additional fields and customize the report.
Read here on how to use the Flextime report.
App settings
Open the Workforce app.
Select the Settings tab.
Enable Notes for Users
Activating Enable Notes for Users allows users to add and view notes on their profile. Notes are visible to both the user and the primary user. This feature allows users to save personal notes and share important information directly with the primary user, including work-related observations, ideas, or feedback.
Enable Additional Fields for Users
Activating Enable Additional Fields for Users allows users to fill in and view additional fields on their profile. These fields are visible to both the user and the administrator. Additional fields allow the company to collect extra information about users, such as skills, certifications, education, or other important data, contributing to better personnel management.
Troubleshooting
Workforce app not visible in Settings & Apps: Ensure your company account is on the Team or Enterprise plan. The Workforce Management app is not available on the Solo plan.
User fields not appearing on employee profiles: After adding new user fields, confirm you selected Save. Also verify that Enable Additional Fields for Users is turned on in the app Settings tab.
Employee cannot see their own notes: Check that Enable Notes for Users is activated in the Workforce app Settings tab. Notes are only visible when this toggle is on.
Flextime report shows unexpected data: Verify the filter settings in the report. Ensure that the correct date range and employee filters are applied. If expected working hours appear incorrect, review the flextime agreement configured for the employee.