Employee Hub

The Employee Hub, or Hub for short, is an online employee self-service portal available to flair users. It provides a user-friendly interface for everyday HR tasks outside of Salesforce. This means that even non-Salesforce users can benefit from flair.

Even though the Hub is external to Salesforce, every bit of information and every action taken is immediately synchronized with the flair apps on Salesforce. This ensures a single source of truth for your HR and recruitment data.

For example, if an employee requests time off in the Employee Hub, that request is logged in the flair HR app. Likewise, a manager can assign an onboarding task in Salesforce and the new employee will immediately see this task in their Hub.

Activating the Employee Hub

The Employee Hub is where you can easily handle HR tasks like tracking time, requesting time off, managing documents, and more.

The Hub, as we call it for short, lets you tap into the full potential of flair. Your Integration User plays a pivotal role in the activation and maintenance of the Employee Hub.

The Integration User is responsible for activating the Employee Hub, and ensuring access to the staff portal for your employees. While not a standard Salesforce role, the Integration User is crucial for maintaining Employee Hub functionality.

If the Integration User is leaving the company, it's important to assign this role to a new user. Follow the steps below to assign a new Integration User.

Employee Hub Features

The Employee Hub serves as a central location for both employees and managers to handle their daily HR-related tasks.

Along the left of your screen, you will see the side menu. This contains a range of menu items to help you navigate the Hub. Features relating to you personally come under the heading Personal. If you have managerial responsibilities, you will see a second heading named Team, containing a number of people management features. We will cover these in greater detail below.

At the top of your screen, you will find the navigation bar. This bar will always be visible, helping you to navigate the Employee Hub. The words on the left tell you your current location in the Hub. For example, if you are viewing your Absence Calendar, it will say Absences / Calendar.

Manager-Specific Hub Features

If you are responsible for other members of your team, you will see an additional list of options in the left-side menu of the Employee Hub. These come under the heading Team and separate your tasks as a manager from your own personal HR tasks.

Let's take a quick tour of the Employee Hub features for managers.

Customizing the Left Menu Bar

The Employee Hub provides access to all the key features you and your colleagues will use on a daily basis. Through some simple configuration, you can personalize the Employee Hub to match the needs of your organization and its teams.

If you have access to the flair HR app on Salesforce, you can customize which features appear on the left-hand menu of the Employee Hub. This way, you can make sure it only shows the features you need.

Configuring Employee Hub Features

To configure Employee Hub Features, follow these steps:

1. Click on App Launcher

2. Type "hub"

3. Click on Employee HUB Features

4. Click on New

5. Click on Search Employees

6. Select employee for which you want the settings to apply to

7. Alternatively, you can select department, entity, or location to override employee's settings

8. Check/uncheck needed settings

9. Click on Save

Configuration Options

When you click New, you will see a pop-up window with two sections: Information and Features.

In the Information section, you can give your custom menu view a name, e.g. Default View or Sales View. You can also choose which employees see this view by searching for departments, entities, and locations or selecting individual employees. If you do not choose any employees, this menu view will be applied to all employees.

In the Features section, you can select checkboxes to hide specific features. For example, if only certain teams in your organization need access to the Shift Planner, you can hide this feature for teams that do not work in shifts.

Additional Configuration Methods

Another way to configure the Employee Hub menu for a specific office or location is to go to the Locations page in the flair HR app. Choose a location and scroll to the bottom of the page to customize which Employee Hub features are visible for employees assigned to this location.

You can also create custom views for individual employees using the Employee Hub Features tab on an employee's profile in flair HR.

Employee Hub Settings

The Settings page in the Employee Hub allows you to change the language of your Hub, choose which notifications you receive, and provide flair Customer Support with access to your Hub in case you have an issue.

To access your settings, click on your name in the top-right corner of the screen and select Settings.

You will now have three tabs to choose from:

• General: Here you can change your preferred language from a list of eight options. The language setting also determines the date format displayed in the Employee Hub. To display dates in the DD/MM/YYYY format (European format), choose "English" instead of "English (US)" in your language preferences. Selecting "English (US)" will display dates in the MM/DD/YYYY format.

• Notification Settings: On this page, you can configure your notifications. You can choose, for example, whether to receive notifications when your absence requests and timesheets are approved, when you receive a comment, and when you are assigned a shift. For each type of notification, you can choose whether to receive the notification by via Slack, email, or mobile app.

Customer Support: If there is a technical issue with your Employee Hub, you can check this option to grant the flair Customer Support team access to your Hub so they can investigate and fix the issue. Learn more about granting support access.

Resetting Employee Hub Password

If an employee needs to reset their Employee Hub password, you can do this from Salesforce:

1. In the flair HR app, click on HR
2. Click on Employees
3. Click on the employee who needs a password reset
4. Scroll down to the Employee Hub component
5. Click on Reset password

The employee will receive an email with a link to reset their password. They can:

1. Click on the link provided in the email
2. Choose a new password
3. Log in to the Employee Hub with the new password

Analytics in the Employee Hub

Currently, reporting types in the Employee Hub Analytics section are custom-coded and are not integrated with Salesforce, so they cannot be modified directly.

Suggest to add feedback in the Analytics Section in the Hub for further improvements.

Workaround: Create any report or dashboard in Salesforce and subscribe to it; subscribers will receive emails on the schedule you define. If some recipients don't have a Salesforce user, set up an automatic email forwarding rule from a subscribed mailbox.

Employee Hub Account Deletion

If you are an employee, please contact your employer to request account deletion.

If you are an HR manager, please refer to our How To Delete an Employee guide.

Employee Hub Pages

Dashboard

The Hub Dashboard is your home screen. It gives you quick and easy access to the most important features.

1. Quick Links: Request time off, send a Cheer to your colleagues, or upload documents in just a couple of clicks.
2. Last Updates: View a feed containing the most recent company announcements, Cheers, and new joiners. You can filter by update type and toggle all-company or team-specific updates.
3. Upcoming Absences: Check your requested and planned absences and their approval status or click the plus icon to request time off.
4. Time Tracking: Quickly start your time tracker and view your current tracked time.
5. Public Holidays: Get a quick overview of the next public holidays in your location.
6. Absent Today, Birthdays, and Anniversaries: See which colleagues are on leave and check who has got a birthday or company anniversary coming soon.

Profile

The Profile page includes a number of features that relate to your personal information, documents, and work equipment.

• Personal Data: Here's where you can can view and update your personal information, such as contact details, bank details, and tax information.
• Documents: The Documents section contains all your personal and company documents. You can view, organize, download, and upload documents.
• Inventory: In the Inventory section, you can see any items of work equipment that have been assigned to you, including serial numbers, issue date, and support resources (if available).
• Expenses: When you file a company expense, such as travel and accommodation costs, you can view the details here.
• Certificates: In this section, you can view and upload certification relating to your skills and training. You can also upload files or link to online certificates.

Company

On the Company page, you will find helpful information regarding your organization.

• Directory: Use the Directory to find the contact details of employees within your organization. You can search for specific employees or filter by location and department.
• Org Chart: View the organizational structure of your company, check which team a colleague belongs to, and see who reports to whom.
• Announcements: Here you can view, comment on, and react to all company announcements.

Workflows

On the Workflows page, you will see a list of tasks that have been assigned to you. The first page will show you a list of workflows you are involved in. You can see the next upcoming due date in the workflow, as well as the completion status in the Overview column.

Learn more about completing workflows in the Employee Hub.

Absences

The Absences page in the Employee Hub allows you to view and manage your time off. For more information about absence management, see the Absence Management section.

Time

The Time page contains everything related to your working hours. This includes:

• Time Tracking: Start, pause, and stop your time tracker, view your working hours for the current week, and manually add time entries.
• Projects: Track time related to specific projects and customers.
• Shifts: If your team works in shifts, this is where you will see your shift plan and your colleagues' shifts. You can also take requests to take open shifts if they have been made available and see the requirements for each shift.

Time Management (For Managers)

The Time Management page shows you a detailed overview of your team members' working hours.

• Controlling: View a week-by-week breakdown of team working hours, including any discrepancies in tracked time. You can approve these time entries with just a click and filter to find specific timesheets.
• Change Requests: If a member of your team manually enters their working hours or adjusts a time entry, it may require your approval. On the Change Requests page, you will see a clear summary of these changes, so you can quickly evaluate and approve them.
• Projects: If you are using project-based time tracking to log hours spent on a specific project or customer, you will see the overview here.

Development

Similar to your personal Development page, the Team Development page shows you your team's assessments, goals, and skills.

• Assessments: Complete performance reviews of your team members.
• Goals: Set goals for your team and track progress.
• Skills: View and adjust the skills of your team and identify training requirements. This page provides you with a skills matrix to give you a quick overview of your team's capabilities.

Engagement

The Engagement page contains useful features related to employee engagement, including:

• Cheers: In flair, a Cheer is a message of appreciation that you can send to your teammates to thank them for a job well done or congratulate them on a birthday or special occasion, such as a birthday. Attach an image or a video message to personalize your Cheer.
• Surveys: If your organization has sent you a survey to answer, you can view and complete the survey on this page.

Expenses

The Expenses page for managers shows a summary of all expense requests submitted by members of your team. You can check and adjust the status of these requests so that employees can be reimbursed for company expenses.

Recruiting

If your organization is planning to hire a new person to join your team, you may be asked to assess the candidate and give feedback on their application. You can view and complete these evaluations in this section of the Employee Hub.

HR Help Desk

The HR Help Desk is your first port of call if you have an issue that your HR team can help you with. For example, if there is an error in your payslip or you require IT assistance, you can submit a ticket so that the HR manager responsible for you can find a solution.

In addition, you can use the HR Help Desk for anonymous whistleblowing if you have a safety or compliance concern.