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Configure the Employee Hub

Configure how employees access and use the flair Employee Hub. This guide covers domains, session security, navigation, data layouts, invitations, multiple Hubs, and test environments.

Who can use this?

HR Admins and Salesforce Admins who configure the Employee Hub in the flair HR app and Salesforce Setup.

Before you begin​

  • Confirm that the Employee Hub is enabled for your organization.
  • Make sure you can manage Employee Hub settings, Salesforce objects, permission sets, and Flows.
  • If you are configuring multiple Employee Hubs for the first time, involve your Customer Success Manager.

Set the Employee Hub domain​

Set a custom domain when the Employee Hub uses SAML single sign-on (SSO). Notification links and the SSO login URL use this domain.

  1. In the flair HR app, open HR Admin from the navigation bar or the App Launcher (⋮⋮ grid icon).

    HR Admin in the Salesforce App Launcher

  2. Under Employee Hub, click Settings.

    Settings option in the Employee Hub section of HR Admin

  3. In the left menu, select Domain.

  4. In Domain, enter the Employee Hub domain, such as YOURCOMPANY.hub.flair.hr.

  5. Click Update Domain.

    tip

    Enter only the domain after https://. Including https:// in Domain causes an error.

    Employee Hub domain and Update Domain action in HR Admin

Set the Employee Hub inactivity timeout​

The Employee Hub signs out inactive users to protect access. The default timeout is 15 minutes when Inactivity Timeout is empty, and the setting applies to every Employee Hub user.

  1. In the flair HR app, open HR Admin.

  2. On the General tab, under Employee Hub, select Settings.

    Employee Hub Settings option on the General tab in HR Admin

  3. In the left menu, select Security.

  4. In Inactivity Timeout, enter the number of inactive minutes before sign-out. For example, enter 15, 30, or 60.

  5. Click Save.

    Inactivity Timeout field in Employee Hub security settings

warning

The current security guidance requires a session timeout and does not support disabling it. Use a positive timeout duration.

Customize the Employee Hub feature menu​

Create menu views to hide built-in Employee Hub features for selected employees, departments, entities, or locations.

  1. In the flair HR app, open Employee Hub Features from the App Launcher (⋮⋮ grid icon).

    Employee Hub Features in the Salesforce App Launcher

  2. Click New. The window contains Information and Features sections.

    New Employee Hub feature-menu view

  3. Under Information, enter a name, such as Default View.

  4. Select the employees, departments, entities, or locations that use the view. Leave the audience empty to apply the view to every employee.

    Audience controls for an Employee Hub feature-menu view

  5. Under Features, select each feature to hide. For example, hide Shift Planner for teams that do not work in shifts.

  6. Save the view.

    Feature visibility controls for the Employee Hub menu

You can also control built-in features for a location or employee:

  • On a Location record, use the Employee Hub feature controls at the bottom of the page.
  • On an employee record, use the Employee Hub Features tab.

Add custom Employee Hub navigation​

Add links to the sidebar, a Quick Links dashboard card, or the profile menu. A navigation element can open an external URL, run an embedded Salesforce Flow, or load a custom Lightning Web Component.

  1. In the flair HR app, open Hub Element Definitions from the App Launcher (⋮⋮ grid icon).
  2. Click New.
  3. Select where the element appears: the sidebar, Quick Links, or the profile menu.
  4. Enter a Label.
  5. Where available, select an icon.
  6. Set the target to an external URL, an embedded Salesforce Flow, or a custom Lightning Web Component.
  7. Optional: Assign related elements to the same group. Grouped elements expand inline.
  8. Select the employees, departments, entities, or locations that can see the element. Leave the audience empty to show it to everyone.
  9. Save the element. It appears in the Employee Hub for the selected audience.

Configure multiple Employee Hubs​

An organization with multiple brands or legal entities can run separate Employee Hubs from one flair Salesforce organization. Each Hub record has its own domain, login page, logo, login image, and entity assignments.

An employee's entity determines their Hub. Login routing and notification links in Slack and email use the recipient's assigned Hub. Organizations with one Employee Hub are unaffected.

  1. Create one Hub record and domain for each brand or legal entity. For example, use acme.hub.flair.hr and globex.hub.flair.hr.
  2. Upload the logo and login image for each Hub.
  3. On each Entity record, set Hub to the Hub its employees use. Employees inherit the Hub from their entity.
  4. Mark one Hub as the default for employees without a specific entity assignment.
  5. Optional: Configure a separate SSO provider for each Hub. On the SAML SSO configuration record, set Hub to restrict that login option to one Hub.

After setup, flair routes each employee to the Hub assigned to their entity. If a logo or banner is missing, confirm the Entity → Hub assignment.

Connect a Sandbox to a test Employee Hub​

Assign Flair Hub to the Sandbox integration user to test Employee Hub functionality outside your production organization.

  1. In the Salesforce Sandbox, click the setup gear.

  2. Select Setup.

    Setup action from the Salesforce gear menu

  3. Open Administration → Users → Users.

    Users page in Salesforce Setup

  4. Select the integration user.

  5. Under Permission Set Assignments, click Edit Assignments.

    Edit Assignments action for a Salesforce user

  6. Add Flair Hub to Enabled Permission Sets.

  7. Click Save. The Sandbox connects to the test Employee Hub.

    Flair Hub in the Enabled Permission Sets list

Configure Employee Hub data layouts​

Salesforce page-layout names determine whether a layout controls an employee's Personal Data view, a manager's team-member view, or a specific record type.

Create a data layout​

  1. In the flair HR app, click the setup gear.

  2. Select Setup.

  3. Open Object Manager.

  4. Search for employee.

  5. Select Employee (flair__Employee__c).

    Employee custom object in Salesforce Object Manager

  6. In the left menu, select Page Layouts.

  7. Click New.

    New action on the Employee Page Layouts page

  8. In Existing Page Layout, select Employee Layout to clone the existing layout.

  9. In Page Layout Name, enter Employee Hub for the employee's Personal Data view or Employee Hub Manager for a manager's team-member view.

    Employee Personal Data view in the Employee Hub

    Employee Hub page layout name for the employee view

    Manager view of an employee's personal details

  10. Click Save.

Customize a data layout​

  1. In the layout editor, drag fields from the gray component panel onto the page layout. Faded fields are already on the layout; select one to find its location.

  2. Drag an existing field to change its position.

  3. Double-click a field to make it read-only or required.

  4. Click the minus icon next to a field to remove it.

    note

    Employee Hub data layouts support simple field types, including text, numbers, checkboxes, and picklists.

    Fields arranged in an Employee Hub page layout

  5. In the top-left corner of the component panel, click Save. The layout is applied to the Employee Hub.

Configure a layout for a record type​

  1. Create a layout for the required Salesforce record type, such as Global, Germany, or Italy.
  2. Name an employee layout Employee Hub: RecordTypeName.
  3. Name a manager layout Employee Hub Manager: RecordTypeName.
  4. Replace RecordTypeName with the exact Salesforce record-type name. For example, use Employee Hub: Germany or Employee Hub Manager: Germany.
  5. Save the layout.

Translate a data layout section name​

The Employee Hub shows each data layout section using the page layout's section label as its heading. To make a section heading translatable per employee language, replace the section's label with the name of a Salesforce Custom Label.

  1. In Salesforce Setup, enter Custom Labels in Quick Find.
  2. Open Custom Labels, and click New Custom Label.
  3. In Name, enter an API name with no spaces that you will also use as the section label, such as Personal_Information.
  4. In Value, enter the section heading in the organization's default language.
  5. Click Save.
  6. On the data layout, rename the section to the same value you entered in Name, for example Personal_Information.
  7. Translate the Custom Label for each language your organization supports.

The New Custom Label form in Salesforce Setup with Name and Value fields for a translatable Employee Hub layout section

note

If no Custom Label name matches the section label, the Employee Hub shows the page layout's literal section label instead.

Automatically invite new hires​

Create a Salesforce Flow that sends an Employee Hub invitation when an employee's Company Email changes.

  1. In the flair HR app, open an Employee record.

  2. Click the setup gear.

  3. Select Edit Object.

    Edit Object action on an Employee record

  4. In the left menu, click Flow Triggers.

    Flow Triggers option for the Employee object

  5. Click New Flow. When you open Flow Builder from the Employee object, Object is prefilled with Employee.

  6. Under Configure Trigger, select Trigger the flow when a record is updated.

    Record-updated trigger for a new Employee Flow

  7. Under Set Entry Conditions, set Condition Requirements to All Conditions Are Met (AND).

  8. Set Field to flair__Company_Email__c.

  9. Set Operator to Is Changed.

  10. Set Value to True.

  11. Click Done.

    Company Email change conditions in Salesforce Flow Builder

  12. Between Run Immediately and End, click the add-element circle.

  13. Select Action.

    Action element added to the Employee invitation Flow

  14. Search for and select Invite Employee To Hub.

  15. Enter a Label, such as Invite to the Hub. Salesforce fills API Name from the label.

  16. Optional: Enter a Description.

  17. Under Set Input Values for the Selected Action, enable employee IDs.

  18. In employeeIDs, select $Record → Record ID.

  19. Click Done.

    Invite Employee To Hub action configured with the Employee record ID

  20. Click Save.

  21. Enter a Flow label. Salesforce fills Flow API Name automatically.

  22. Click Save.

  23. Click Activate.

    Save and Activate actions for the Employee invitation Flow

When Company Email changes on an employee record, the employee receives an invitation at the new address.

Troubleshooting​

Confirm that Lightning Web Security (LWS) is enabled. LWS controls whether the invitation link can be copied, but it does not control whether Salesforce sends the invitation email.

Employees do not receive invitation emails​

  • If no notifications arrive, verify email authentication and deliverability, including DKIM and SPF.
  • If other notifications arrive but Hub invitations do not, check the current user's permissions. Hub invitations use the current user's permissions.
  • Use Reset Password in the Employee Hub as a diagnostic step. Password resets run in the integration-user context.

If the problem continues, contact flair Support.

Employees cannot sign in to the Employee Hub or mobile app​

  1. Test the sign-in in Google Chrome to rule out a browser-specific problem.
  2. Enable cookies and JavaScript.
  3. Clear the browser cache.
  4. Confirm that the integration user is active and has the required permissions.
  5. If your organization uses SSO, confirm that the employee's SSO configuration is active.
  6. Match the capitalization of the login email to the email on the employee record.
  7. Resend the invitation from the employee record in Salesforce.
  8. Confirm that the underlying Salesforce user is active.

SSO users authenticate through the identity provider and do not use a flair password, so their emails do not include a password-reset link. Direct the employee to your organization's SSO portal. If SSO is not intended, review the SSO settings for the affected employee.

The SSO option is missing​

Employees must use the company-specific domain, such as https://yourcompany.hub.flair.hr/login. The generic https://hub.flair.hr/ URL does not support an organization's SSO configuration. Follow Configure single sign-on for the Employee Hub to find the domain.

Salesforce uses the wrong Employee Hub data layout​

The page-layout name determines which Employee Hub layout Salesforce uses. If more than one layout has a name such as Employee Hub, rename or delete the layouts you no longer need.

For record-specific layouts, include the exact record-type name. For example, use Employee Hub: Global or Employee Hub: Switzerland.