2017-02-09 Joyce Hsu

WorkDo_FAQ

FAQ

Accounts, notifications and more answers to the most frequently asked questions!

Top 10 Qs You'd want to know

FAQ-ID：1074
The calendar on your WorkDo dashboard gives you an overview of all your workplace’s upcoming events and tasks. It is a personalized calendar that is for you only. However, if you prefer to use an external calendar, feel free to integrate your WorkDo events into an external calendar!

Just enable the Calendar Subscription function in your Workplace Settings and copy the link then paste into your external calendar to subscribe, simple as that!

Subcribe / Cancel Calendar Subscription
Plan：All plans
Permission：All users
Interface：AppWeb

 
STEPS │ App

  1. Click the Workplace Settings on the workplace page.
  2. Click your profile.
  3. Select Calendar Subscription.
  4. Enable the function.
    • Subscribe │ A blue checkmark will indicate it is enabled and a subscription link is shown. Copy the link and paste it into your external calendar to receive updates from your workpalce.
    • Cancel Subscription │ Toggle the button to disble it.

 
STEPS │ Web

  1. Click the Workplace Settings on the workplace page.
  2. Select Calendar Subscription.
  3. Enable the function.
    • Subscribe │ A blue checkmark will indicate it is enabled and a subscription link is shown. Copy the link and paste it into your external calendar to receive updates from your workpalce.
    • Cancel Subscription │ Toggle the button to disble it.
 

Reminders
  • For iPhone users, just click subscribe and the link will be automatically copied to your calendar.
  • If you are in multiple workplaces, please switch workplaces and follow te steps described in this FAQ to obtain the calendar subscription links.
  • Not every external calendar shares the same subscription method, please check with your calendar on how the subscription service works.
  • Most external calendars do not provide real-time updates and synchronization. Please check your calendar’s information to ascertain the update times and frequency.
  • You will no longer receive updates once you cancelled the calendar subscription or updated the link.
Relevant Questions

A personalized Dashboard Calendar just for you.
What are federated accounts?
Multi-Language Support.
What is user Do-ID, and how to set one?
Receive email notifications.
How to set the Daily Reminder?
What are the benefits of using the Dashboard?
What is WorkDo Network?
What kind of third-party software integration does WorkDo offer?

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Account

FAQ-ID：1074
The calendar on your WorkDo dashboard gives you an overview of all your workplace’s upcoming events and tasks. It is a personalized calendar that is for you only. However, if you prefer to use an external calendar, feel free to integrate your WorkDo events into an external calendar!

Just enable the Calendar Subscription function in your Workplace Settings and copy the link then paste into your external calendar to subscribe, simple as that!

Subcribe / Cancel Calendar Subscription
Plan：All plans
Permission：All users
Interface：AppWeb

 
STEPS │ App

  1. Click the Workplace Settings on the workplace page.
  2. Click your profile.
  3. Select Calendar Subscription.
  4. Enable the function.
    • Subscribe │ A blue checkmark will indicate it is enabled and a subscription link is shown. Copy the link and paste it into your external calendar to receive updates from your workpalce.
    • Cancel Subscription │ Toggle the button to disble it.

 
STEPS │ Web

  1. Click the Workplace Settings on the workplace page.
  2. Select Calendar Subscription.
  3. Enable the function.
    • Subscribe │ A blue checkmark will indicate it is enabled and a subscription link is shown. Copy the link and paste it into your external calendar to receive updates from your workpalce.
    • Cancel Subscription │ Toggle the button to disble it.
 

Reminders
  • For iPhone users, just click subscribe and the link will be automatically copied to your calendar.
  • If you are in multiple workplaces, please switch workplaces and follow te steps described in this FAQ to obtain the calendar subscription links.
  • Not every external calendar shares the same subscription method, please check with your calendar on how the subscription service works.
  • Most external calendars do not provide real-time updates and synchronization. Please check your calendar’s information to ascertain the update times and frequency.
  • You will no longer receive updates once you cancelled the calendar subscription or updated the link.
Relevant Questions

A personalized Dashboard Calendar just for you.
What are federated accounts?
Multi-Language Support.
What is user Do-ID, and how to set one?
Receive email notifications.
How to set the Daily Reminder?
What are the benefits of using the Dashboard?
What is WorkDo Network?
What kind of third-party software integration does WorkDo offer?

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Main Settings

FAQ-ID：1073
Can WorkDo connect to our existing software?

Well, as an all-in-one team communication and collaboration platform, WorkDo is designed to replace and eliminate the use of unintegrated software and platforms to improve team productivity. But still, we do offer the integration of software robots.

Here’s a look at some of the frequently asked questions on system integration.

1 │ Time clock software, fingerprint access control systems
WorkDo’s Attendance tool allows employees to clock in/out using designated Wi-fi hotspots and GPS via their mobile devices. And a comprehensive attendance report and logs are available for perusal. The Attendance tool is sure to replace any time clock system you are using (Attendance tool features).

2 │ Google and Outlook calendars
The notifications from the 8 basic tools in WorkDo will remind you of any upcoming work-related events, meetings and due tasks. But you can also subscribe to an external calendar and keep using your favorite calendar.

3 │ Other HRS, attendance and payroll management system
Each system’s logics and settings are different, so WorkDo does not offer integration to these systems. However, WorkDo does have corresponding tools that can get the job done just as well, if not better! We recommend that you keep using your existing systems and WorkDo in unison, then gradually shift to WorkDo when you are certain that WorkDo can completely replace them.

Here’s a look at the kind of reports and data import functions WorkDo offers!

  • Import │ The HR tool and the Leave Pro tool both allow batch importing employee profiles and leaves. This is the quickest way to bring everyone into the workplace and begin working and collaborating.
  • Report │ Attendance, Check In, Leave, Leave Pro, Overtime, Expenses, Payroll and We Buy tools all offer their corresponding Excel, CVS and PDF reports for download.
  • Payroll Calculation │ You may use Payroll to input the variables and equations into the system to calculate employees’ pays. For companies with complex pay calculation methods, you take advantage of the system to help you calculate partially and then take over manually.

Manual Download

4 │ Robot APIs
WorkDo offers robot APIs that you can program and use to notify service statuses of WorkDo via chats (/chat) or notes (/note). If your workplace has engineers who can make use of the APIs, please set them as workplace admins to access the robot APIs.

Robot APIs
Plan：All plans
Permission：MemberWorkplace admin, Group admin
Interface：AppWeb

Steps：

  1. Enter Workplace Settings or Group Settings.
  2. Click Robot.
  3. Follow the instructions to complete the settings.

 :

Set Up Notes
  • Robot APIs are a workplace level setting, however, once set, it can be assigned to any groups.
  • The robot still complies with the Who Can Chat or Post options in the Privacy section of the workplace or group, if it is set to only owner and admins are allowed to chat or post, the robot must be assigned as an admin.
  • Use the feedback function to contact us for further assistance if required.
Relevant Questions

How do I subscribe to an external calendar?
Can I set only admins are allowed to post at the workplace level?
Can I use the workplace-level chatroom for admins only?
Can I control members from creating public or private groups?
Allow members to use their nicknames?
What do different roles do in a workplace or group?
How to add admins to workplaces or groups?

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Dashboard

FAQ-ID：1103
When you use WorkDo, chances are that you are in multiple groups tackling different projects and assignments. Things could get a bit hectic when you have teammates assigning tasks and creating events, which is why the Dashboard Calendar is the best place for you to check out things that are only pertaining to you. In a way, the Dashboard Calendar is your personalized secretary.

The Dashboard Calendar filters out items that are irrelevant to you, so can you focus on things that truly require your attention. As such, it is normal that your calendar will look different than that of your teammates’ calendars in terms of posts and request forms.

The HR Calendar in the Dashboard integrates posts from the HR, Tasks, Events and Polls tools that require your attention. It is also connected to the HR Calendar to show you future public holidays, make-up work days, etc. so you can better manage your time and resources.
 

Reminders
  • If the Calendar icon does not appear in your Dashboard, it is likely that it has been hidden. Press and hold an icon to adjust the icons and their order.
  • The only information that is consistent across all team members is the Leave Overview, everything else is personalize for you only.
Relevant Questions

What are the benefits of using the Dashboard?
What is Wall?
Customize the Dashboard tools and order.
How do I subscribe to an external calendar?
What does the “Do” button do?
Who is allowed to search or view my posts?
What is All Upcoming on the bottom of the workplace list?

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FAQ-ID：1003
The Dashboard is great for showing your to-do list and all, but if you have multiple workplaces, it would be a hassle for you to enter a workplace to check the Dashboard and switch to another to do the same thing all over again.

Shouldn’t there be a quicker way for this? Well, guess what! This is exactly what the All Upcoming is for!

Because your Private Space, WorkDo Network and each workplace are independent, therefore, typically, you would need to switch to each workplace’s Dashboard to get a glimpse of your to-do list, but that’s not the case now that there’s All Upcoming you can use!

All Upcoming puts all your upcoming events and to-do lists from all domains into one place, so you can conveniently bring it up and immediately get the full picture of what your schedule looks like.

View All Upcoming
Plan：All plans
Permission：All users
Interface：AppWeb

Steps：

  • Click the icon on the upper-left-hand corner to bring up your workplace list.
  • Scroll down to the bottom and select All Upcoming.
  • Use the tab to switch between Today’s upcoming items and Next 7 days’.
  • Select an item to view its detail.

 

Reminders
  • All upcoming consists of a person’s due tasks and events from the collaboration tools, as such, each individual’s upcoming items are unique and different from other users.
  • The web version has an Overdue tab which is absent in the app version.
Relevant Questions

How do I switch workplace domains?
What are the benefits of using the Dashboard?
A personalized Dashboard Calendar just for you.
What is WorkDo Network?
Can anyone else access my Private Space?

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HR

FAQ-ID：1150
The HR tool is the most integral tool of WorkDo because its settings are connected to other tools and it affects the way you those tools. The HR Calendar function in the HR tool is especially so, and here’s why!

Tools like Attendance, Leave Pro, Overtime rely on a business calendar to differentiate working days from non-working days so employees could apply leaves on working days instead of holidays, and clock in/out in business hours instead of weekends, and so on.

So for your virtual workplace to operate seamlessly, it is crucial to properly set up your HR Calendar and the HR tool!  

│ HR: The Pillar of WorkDo │

 
Properly utilize your business calendar and you can create different business calendars for different departments or overseas offices. But first, there four event types you need to know!

  • Company Event │ For company events, this event type does not affect any attendance and working hours related calculations.
  • Working Days │ Generally used for make-up work days. On these days the system tracks attendance, employees could apply for leaves, and overtimes.
  • Non-Working Day │ On these days the system doesn’t track attendance and employees can’t apply for leaves, but overtime applications are allowed.
  • Public Holiday │ Same as Non-Working Day.

 

1 │ What about our overseas offices that use different business calendars?

Simply create different calendars for remote workers or overseas offices that use different business calendars to manage their work hours.

2 │ Weather-related cancellations.

You could use Public Holiday or Non-Working Day event types for weather-related cancellations. Once set, the employee attendance is no longer required, applied leaves will be voided, and overtime applications are allowed.

Alternatively, you could create a leave type for weather-related cancellations for employees to apply. However, this would require the HR Staff to dole out the leave quota first, then the managers have to sign off on them, and the overtime applications are not allowed during normal business hours because these days are considered as working days.

3 │ What happens if I set the HR Calendar at later date?

WorkDo will not retroactively change past records and data, so the HR Staff would have to manually grant leave quotas to employees for applied leaves, attendance and overtimes have to be recalculated. So it is recommended that you always set the HR Calendar ahead of time to avoid unnecessary complications.

 

Reminders
  • It is recommended that you create an HR Calendar every year. Updating old HR Calendar event dates will mess up attendance records if you ever need to look up old records.
  • This FAQ only summarize the few key points of the HR Calendar, for the more comprehensive tutorial, please check out the HR Tool Manual!

Download HR Tool Manual

Relevant Questions

The HR tool setup.
HR Settings for New Employees.
How come I cannot clock in/out?
How do I create new departments in the organization?
Why can’t workplace employees apply for leaves?
Why do I have limited tool access?

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FAQ-ID：1120
Is there anything I should be aware of when creating new departments?

Before we begin, let’s not forget that all applications, approvals, and requests follow the workflow set in the HR tool’s Department Chart. As such, the department chart is crucial for your organization’s day-to-day workflow and department expansion.

Please refer to the instructions below to create new departments and restructure the department chart and hierarchy.

Restructure the Department Chart
Plan：FreePaid
Permission：MemberWorkplace AdminTool Admin
Interface：AppWeb

 
1 │ Update Department Information
Updating the department information will not affect the features and functions in any way, nor to the employees that are assigned to the department and how they use WorkDo on a daily basis.

2 │ Deactivate Department
Currently, the delete function is not offered in Department Chart, but you may deactivate closed-down departments.

Below are three things you need to know when deactivating departments.

  • Employees’ department assignment, and these records can be found in the Records of Change option, and remember to reassign employees to other departments before deactivating a department.
  • Employees’ clock in/out times, leave, overtime applications and attendance will comply with their new department’s HR Calendar.
  • Use the search filter in the Department List find the list of deactivated departments.

 

Create New Departments
Plan：FreePaid
Permission：MemberWorkplace AdminTool Admin
Interface：AppWeb

 
STEP 1 │ Use the Right HR Calendar
The HR Calendar is responsible for determining which days are workdays and which days are public holidays, makeup workdays, etc, this is connected to the Attendance, Leave, Leave Pro, and Overtime tools. So if a department operates on a different calendar and schedule, be sure to select the right calendar for the team.

When a new department is created, it will use the default HR Calendar for its team, but if it uses a different HR Calendar, please refer to HR Tool Manual’s Step 2-e to create or update an HR Calendar.

STEP 2 │ Use the Right Work Hours
The department Work Hours determine clock in/out times of the department. When a new department is created, it will use the default work hours. Please refer to HR Tool Manual’s Step 2-b to create or update work hours.

STEP 3 │ Leave Pro – Set the Corresponding Leave Types
Each type of leave in the Leave Pro tool is automatically granted to each employee based on a number of conditions, so it is important to use Leave Pro to set employees’ leave conditions and statuses for them to receive the appropriate amount of leaves. Please refer to the Leave Pro Tool Manual’s Addendum 1 for detailed explanation and instructions.

 

Reminder
  • The System Settings and Employees Profiles will also affect the eForm workflow. Please refer to the HR Tool Manual for details.
Relevant Questions

The HR tool setup.
What settings in HR are required for new employees?
Having problems importing employee profiles?
Why do I have limited tool access?
The Leave Pro tool setup.
Start WorkDo in 5 steps.

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