Question 1

Get notifications when members join and leave.

Accepted Answer

FAQ-ID：1131 Shouldn't you give your new team members a warm welcome when they are on board? And it's important to know when team members leave so you can allocate your resources and prioritize team tasks. Did you know there is a setting that sends notifications when members join and leave your team? Well, now is a good time to take advantage of it!

Set Workplace / Group Notifications

Plan：All plans

Permission：MemberWorkplace / group admin

interface：AppWeb

Steps：

Enter the Workplace Settings.
Scroll down to the Manage Workplace / Group section and select Workplace / Group Notifications.
Turn on the notification settings.
- Alert When Members Join/Leave │ Turn this on to alert the owner and admins when members join or leave.
- Show Chat Message When Members Leave │
  Turn this on to show a chat message in the chatroom when members leave.

Reminders

Member join and leave messages do not count towards the badge count.
The member join /leave notifications is shown in the personal notification certer of the owner and admins.

Relevant Questions

What is Chat Alert? And how do I change its settings?
How do I change the notification settings?
Notification delay.
Who is allowed to invite new members into workplaces or groups?
Can I set only admins are allowed to post at the workplace level?
Can I control members from creating public or private groups?
What do different roles do in a workplace or group?

Question 2

Why is there's a member with two employee profiles?

Accepted Answer

FAQ-ID：1156
When a new member joins a workplace, an employee profile will be created for this person automatically, however, in special instances, a duplicated employee profile could be created of the same person.

Member leaves then rejoins the workplace again.
Error during the Import Employee Profiles process.
Member registered a new WorkDo account then rejoins the workplace.
Reemployment.

Whichever the case may be, once a person leaves the company, it is wise to mark his/her employee profile as terminated so they can no longer access the workplace's data. You may configure the settings using the web version of WorkDo if you are the HR Staff of the HR tool.

Troubleshooting Duplicate Employee Profiles

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHS StaffHR Viewer

Interface：AppWeb

STEPS │ Continue using the old profile: All past records and data are inherited.

Scenarios：When a member accidentally left the workplace then rejoined using a new account, or accidentally removed by the HR Staff.

As the HR tool is interconnected to tools like Attendance, Check In, Leave Pro, Leave, Overtime, Expenses and Approvals, it is crucial that every member's profile is correctly set. Every member's Login Email or Mobile Number is used bind the person to their profile, and it cannot be occupied by other account. So you need to delete the newly created employee profile then set the old profile to Activate.

Switch to the HR tool.
Click Employee Profiles.
Delete the newly created employee profile.
Locate the old employee profile using the filters provided.
Checkmark the employee.
Click the yellow Activate button.
Click Confirm in the pop-up window to complete.

STEPS │ Use the new employee profile.

Scenario：When a terminated employee is being rehired.

Generally, when a company rehires an old employee, everything starts from scratch, so using a new employee profile is fine in this case.

You do not need to do anything to the old profile.
Simply edit all the require information in the new employee profile as needed.

Reminders

By default, all employee profiles displayed are currently in employment. If you would like to view profiles in other statuses, please use the filter provided.
When a member rejoins the workplace all buddy-to-buddy data would recovery when they add all friends and colleagues back.

Relevant Questions

How to delete an employee profile?
What settings in HR are required for new employees?
Having problems importing employee profiles?
How to set employees who are on leave without pay?
Why do I have limited tool access?

Question 3

Having problems importing employee profiles?

Accepted Answer

FAQ-ID：1138 Just as the HR procedure shown below, the settings done in the first five steps leading to importing employee profiles are crucial to every employee's profile. By filling in information such as emails, mobile numbers, departments, eployee types, etc, with the provided template, the Import Employee Profiles feature allows you to quickly batch invite employees into the workplace.

│ Download WorkDo HR Tool Manual for detailed setup instructions. │

Most cases of failing to import employee profiles can be categorized in one of the six reasons below: the first five steps are incomplete, uploading an outdated template, overwriting the references sheets, changing the template format, inputting the same record twice, uploading template not carried out.

Please refer to the troubleshooting section below if you are failing to import employee profiles.

1 │ Incomplete HR Settings

Follow the HR procedure Step a to e to complete the basic settings for all employees. Downloading the template before completing the necessary employee profile settings could result in errors during template uploading. Troubleshooting Tip: Be sure you have completed all five necessary employee profile settings before downloading the template for editing.

2 │ Outdated Template

Many company HRs are using the template as a form of backup. However, if the template is outdated and no longer compatible, uploading the template file would cause an error. Troubleshooting Tip: When updating employee profile information is required, it is recommended that you use Employee Profiles instead. Import Employee Profiles is best suited when you need to invite a great number of employees at once, and you must download the new template each time.

3 │ Overwriting the References

As mentioned in the template procedure rule 4-1, only the Employee and Department sheets are required to be filled out, and their tabs are highlighted in red. The rest of the sheets are all references, please do not make any changes to them.

Gender │ Please use the drop-down menu for gender selection. Any other display type is not supported and will cause an error.
Employment Type │If you change the Employment Type of an employee after downloading the template, uploading it back would cause an inconsistency; the system would leave the Employment Type field blank, leaving this person unable to use tools that rely on this setting.
Role │ The field is mainly for annotation purposes only. Any inconsistency between the template and the system would result in an error, leaving the field blank.

Troubleshooting Tips: Download the template again, then copy column A and paste it to your original template in their respective sheet. Use the drop-down menu in the Employee sheet to fill in the information then upload the template back to the system.

4 │ Template Format Altered

How to properly fill in each column is clearly defined, please follow the instructions when filling in each sheet to avoid unnecessary errors. Troubleshooting Tip: Please follow the instructions below to update the template file or on the system before importing employee profiles.

5 │ Duplicated Employee Profile

Whenever you have edited an employee profile, you need to download the latest template so the information is up to date. Please check the following information when editing employee profiles.

Employee Code │ The Employee Code is automatically generated by the system and hidden in Column A of the template. If you delete an employee profile from the template and add the same profile again, the system would view this profile as a different person, resulting in a person having two employee profiles.
Department Code │ Same as the Employee Code which is automatically generated by the system and hidden in Column A of the Department sheet. Inconsistency between the template file and the system would result in a person having two employee profiles.

Troubleshooting Tip：Please refer to "Why is there’s a member with two employee profiles?" FAQ.

6 │ Template Upload Unexecuted

The Import Employee Profiles feature requires you to upload the template, check for possible errors, and fix them before finally uploading the template. Any stops in the middle of the process and the employee profiles aren't going to be imported. Troubleshooting：Please follow the instructions below to complete employee profiles importing.

Method 1 │ Direct Employee Profile Editing

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Tool Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Suitable timing：When there are only a few fields of profile information that need to be updated and the template status is Pending.

Steps：

Switch to the HR tool.
Click Import Employee Profiles.
All past templates used are kept for record, select a template with Pending status for editing.
- Use the Status filter to locate the template.
- Click the template to view all the profiles it contains.
Click the Edit icon of a profile to begin editing.
Update profile information.
Click Save to finish.
Make sure there are no error messages then click Import and the template status will change to Completed.

Method 2 │ Employee Profile Template Editing

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Tool Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Suitable timing：When the employee profiles need to be drastically updated.

Steps：

Following Step 1 to 3 from Method 1 to edit the profiles and make sure there are no error messages shown.
Download the latest template.
Click Import Employee Profiles.
Upload the template.
- Upload the Excel template.
- Click Upload and the system will tell you whether there are any errors.
Make sure there are no error messages then click Import and the template status will change to Completed.

Reminders

The error messages will appear during the template uploading phase as well as the importing phase when cross-referencing data. If you are still unsure of what went wrong, please contact us for assistance.
Templates that are unsuccessfully imported (with a Pending status) can not be deleted. You may however continue editing the template file until you have successfully imported it back to the system.
You can use Skip Import to bypass profiles with error messages and import the rest of the profiles into the system. Doing so will mark the template file as Completed, but you can no longer edit the profiles that were bypassed in this template file.
So long the template file has not been imported, you can deselect profiles marked with Skip Import by using the Cancel Skip button, however, you will need to correct all the errors found by the system to successfully execute the import function.
Wanna know detailed tutorials? Check out the HR Tool Manual!

Download HR Tool Manual

Relevant Questions

What settings in HR are required for new employees?
How to invite people to a workplace?
How do I create new departments in the organization?
The HR tool setup.
Why is there’s a member with two employee profiles?
Would Role, Job Title and Job Type options limit employees’ tool usage?
Why do I have limited tool access?
Start WorkDo in 5 steps.

Question 4

How to delete an employee profile?

Accepted Answer

FAQ-ID：1157 It is possible that duplicated employee profiles got created during your trial period trying to bring employees into your workplace. "So how do I delete the duplicated profiles?" you ask. Well, just change the status of the profiles to Suspend or Terminate then you can delete the profiles for good. If an employee's profile has been deleted but he/she has not left the workplace, then he/she can only use the basic tools from this point on; all other advanced tools that require an employee profile to function will be locked. However, said employee's past records and data will be kept for perusal. Under normal circumstances, every employee only has one employee profile, and the workplace HR Staff could change the profile status accordingly to reflect the employment status.

Delete Employee Profiles

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Steps：

Use the filters to search the profiles.
Check the boxes to select the profiles.
Change the profiles to Suspend or Terminate.
Select the profiles again and click the Delete status to permanently delete the profile.

Reminder

Please refer to your local labor laws on how long you need to keep resigned employees' profiles and records for perusal purposes.

Relevant Questions

Why is there’s a member with two employee profiles? Why do I have limited tool access?

Question 5

An employee left the workplace or was removed by mistake, is there a way to rectify it?

Accepted Answer

FAQ-ID：1155 When employees left the workplace on their own or were removed by the workplace HR Staff, they can no longer access the workplace data and files. As such, when employees resign from their posts, the HR Staff must verify their last day of work then remove them from the workplace or ask them to leave the workplace. However, should you accidentally removed an employee or they left the workplace by mistake, here's how you can rectify it! Just invite the employee to rejoin the workplace and make sure the employee profile is intact, then everything is all set! These settings require the help of workplace admins and HR Staff to maintain to safeguard workplace information security.

Rectification Method

STEP 1｜Rejoin Depending on the situation, you can either ask the employee to rejoin on their own or send them an invitation to join the workplace using their existing WorkDo account. How to invite people to a workplace? Can I join the company workplace on my own? STEP 2｜Employee Profile Adjustment There is an employee profile of every workplace employee found in the HR tool. When an employee rejoins the workplace, a duplicated employee profile will be created. So please follow the below FAQs to make the necessary adjustments in the employee profile. This will allow the employee to resume using the advanced tools that are tied to the HR settings. Why is there’s a member with two employee profiles? What settings in HR are required for new employees?

Reminders

Please note that when employees leave the workplace, all their chat histories and tool posts will be erased.
If a resigned employee rejoins the workplace using their original account within a year, all their chat histories and tool posts will be recovered in the web version of WorkDo, the app version, however, will only recover the tool posts only.

Relevant Questions

How to invite people to a workplace? Can I join the company workplace on my own? What settings in HR are required for new employees? Why is there’s a member with two employee profiles?

Question 6

How does WorkDo handle the data and records of resigned employees?

Accepted Answer

FAQ-ID：1002 Does WorkDo retain the messages, posts and records of resigned employees? For a virtual workspace to operate seamlessly, it is important to know how data is being handled, especially for resigned employees. Fortunately, you came to the right place! When employees are suspended, terminated even deleted, so long they haven't left the workplace, all their chat histories, posts, files, records and data are still intact. However, when they have left the workplace, then things will be a little different. 1 │ Buddy Level

When an employee leaves the workplace, all colleagues are unbuddied, therefore, posts and chat histories between buddies are all erased. So please be sure to inform the workplace members and have them back up all necessary posts and files before their departure.
With the exception of chat histories, all posts can be restored if the resigned employee rejoins the workplace and adds their buddies back within one year.

2 │ Group and Workplace levels

3 │ Private Space & WorkDo Network
Employee claims the ownership of his/her WorkDo account, and the posts in their Private Space and the WorkDo Network are retained forever unless deleted by them.

Reminder

The Employees Profiles in the HR tool can be deleted, but before doing so, please make sure that you have surpassed the record keeping period mandated by your local labor regulations.

Relevant Questions

How to set employees who are on leave without pay? What to do when employees resign? What is a tool post? Sending messages. What are tools?

Question 7

What to do when employees resign?

Accepted Answer

FAQ-ID：1154 What do I do for employees who want to resign? Should I set their status as resigned? What access do they have until they leave the workplace? Find out now! The necessary settings require the help of both Workplace Admins and HR Staff to complete. Let's get started! Plan：

Free

Paid Permission：

Member

Workplace Admin

Tool Admin Role：

Employee

Manager

HR Staff

HR Viewer

Method 1｜Resigned employee can no longer access workplace data.

STEP 1｜Member removal by the Workplace Admin.

Interface：AppWeb

Enter the Workplace Settings.
Click Roster.
Use the search bar to search and select the member.
Click Manage Member then Remove Member from the Workpalce.
Enter the confirmation code and click Remove to complete the process.
- Remove This step will remove the member from the workplace and mark him/her as terminated in the employee profile, making the workplace contents inaccessible. Reinstating and inviting the member back into the workplace will lift this restriction.
- Block & Remove (Web Only) This action puts the member on a permanent blacklist, and this account is never to be used to rejoin the workplace.

STEP 2｜Enter the reason of resignation by the HR Staff.

Interface：AppWeb

Switch to the HR tool.
Click Employee Profiles.
Use the filter to search for the terminated employee profile.
Click the Edit icon and confirm the action in the pop-up window.
Scroll down and click the Enrollment/Resignation tab.
Click the Edit icon in fron of the record and fill out the information.
Click Save to finish.

STEP 3｜If you don't need to keep the employee profile, the HR Staff can delete it permanenetly.

Method 2｜Allow the employee to stay in the workplace until the handover is completed.

STEP 1｜Enter the reason of resignation by the HR Staff.

Interface：AppWeb

Switch to the HR tool.
Click Employee Profiles.
Select the employee with the checkbox.
Click the Terminate button.
Fill out the reason of resignation.
Click the Terminate button below to complete.
- The basic tools are available to the employee.
- All the records of the advanced tools can still be viewed by the employee, but he/she can no longer use them.

STEP 2｜Remove the employee by the Workplace Admin.

Interface：AppWeb

Enter the Workplace Settings.
Click Roster.
Use the search bar to search and select the member.
- Click Manage Member then Remove Member from the Workpalce.
- Enter the confirmation code and click Remove to complete the process. This step will remove the member from the workplace and mark him/her as terminated in the employee profile, making the workplace contents inaccessible. Reinstating and inviting the member back into the workplace will lift this restriction.
- Block & Remove (Web Only) This action puts the member on a permanent blacklist, and this account is never to be used to rejoin the workplace.

STEP 3｜If you don't need to keep the employee profile, the HR Staff can delete it permanenetly.

Reminders

The option is available in the Workplace Settings for members to leave the workplace on their own.
When employees leave the workplace, all buddy-level contents, including chat histories and posts are erased as well, so be sure to ask other members to backup necessary contents before then.
The paid plans of WorkDo charge by the workplace member count, so the subscription fee may be affected when members join and leave the workplace depending on the time of the month.

Relevant Questions

How does WorkDo handle the data and records of resigned employees?
How to delete an employee profile?
How to set employees who are on leave without pay?
Get notifications when members join and leave.
What settings in HR are required for new employees?
Can I leave a workplace?
Why do I have limited tool access?

Question 8

Why do some of the leave requests are automatically escalated?

Accepted Answer

FAQ-ID：1045 If you approve a leave request and it still got escalated, it's most likely that it has met the criteria of auto-escalate rules. There are auto-escalation rules in Leave Pro that will escalate the requests to the upper management when the rules are met. The auto-escalation rules are set to ensure that the workplace management is aware when employees are taking long leaves, so the company can better allocate its resources. If you are a workplace manager, you may ask the HR Staff of Leave Pro to verify or change the rules of auto-escalation.

Long Leave Auto-Escalation Rules

Plan：FreePaid

Permission：MemberWorkplace AdminTool Admin

Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Steps：

Switch to the Leave Pro tool.
Click General Settings.
Click the Edit button under the Schedule tab.
Set the long leave rules.
- Long Leave Threshold When a leave request meets this number, it is considered as a long leave and will automatically got escalated.
- Advance Notice (Long Leave) Fill in the number of days that is required for advance notice when employees take long leaves. When employees request for long leaves at a short notice, the leave requests will be marked as "urgent". Example：When 5 is entered, employees who apply for long leaves under a 5-day notice will be marked as "urgent".
- Auto Escalate for Long Leave Yes │ Long leaves will be automatically escalated when the first-line managers approve them. No │ Automatic escalation is not required. When first-line managers approve them, the process is completed.
Click the Save button the complete.

Reminder

The leave request approval flow is set in the employee profiles of the HR tool.

Relevant Questions

What's leave request approval flow? What’s the difference between approving and escalating requests? Can I batch-approve request forms? The Leave Pro tool setup.

Question 9

Why can't workplace employees apply for leaves?

Accepted Answer

FAQ-ID：1032 Typically, when the workplace admin has completed the Leave Pro settings, all members should have their leaves in the proper amount and start applying for leaves, but if this is not your case, you might have missed a setting or two. Follow the instructions below to complete all the necessary settings and everything should be good to go! You may configure the settings using the web version of WorkDo if you are the HR Staff of the Leave Pro tool.

Unable to Apply for Leaves Troubleshooting

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHR Staff

Interface：AppWeb

1 │ Leave Pro is not in the toolbox. If some of your team members can't find Leave Pro in their toolbox and the tool has been enabled, chances are that their role is set to No Role. Please adjust their roles to Employee or higher to fix it. How to change team members' tool role? 2 │ Members are seeing an error message when entering Leave Pro or they are missing certain type of leaves Remember, the system will automatically dole out leaves base on rules and eligibility. If some employees are receiving their leaves, please check whether they have been set eligible to receive the leaves.

1. Eligibility In most workplaces, some leaves are given based on seniority, positions, or gender-specific, in STEP 2 of the Leave Pro tool setup FAQ, eligibility plays a big role in who gets what types of leaves. Please make sure that you have properly selected the right type of employees for each leave type for them to receive their leaves.

What are the necessary settings of Leave Pro?

1. Employee Profiles As mentioned, some leaves are doled out based on different factors, and the employee profiles are where you can find these settings for each employee. When everything is properly set, then everyone should be getting the correct leaves.

What are the necessary settings for each employee?

Employee Balance Steps 1 and 2 should handle most cases of employees who aren't receiving their leaves. If all else fails and you have no idea why some employees are getting their leaves, you can use the Employee Balance function to grant leaves individually. But consider this as the last resort, so long the root cause is not found, you always have to manually grant leaves to these employees.

What are the necessary settings for Leave Pro? 3 │ HR Calendar Don't forget that the HR Calendar is connected to Leave Pro as well!

Setting federal holidays and workdays throughout the calendar year will determine when employees can apply for leaves and how leaves are deducted.

So if employees' leaves are incorrectly deducted, it probably has something to do with the company's HR Calendar. What does the HR Calendar do?

Reminder

Wanna know more about the Leave Pro tool? Check out the Leave Pro Tool Manual!

Download Leave Pro Tool Manual

Relevant Questions

The Leave Pro tool setup.
Why are employees’ leaves don’t add up? How do I fix them?
Why do I have limited tool access?
About Apple ID verification.
The HR tool setup.
What settings in HR are required for new employees?
What’s the difference between “Leave” and “Leave Pro”?
What is the HR Calendar?

Question 10

Why can't workplace employees apply for leaves?

Accepted Answer

FAQ-ID：1032 Typically, when the workplace admin has completed the Leave Pro settings, all members should have their leaves in the proper amount and start applying for leaves, but if this is not your case, you might have missed a setting or two. Follow the instructions below to complete all the necessary settings and everything should be good to go! You may configure the settings using the web version of WorkDo if you are the HR Staff of the Leave Pro tool.

Unable to Apply for Leaves Troubleshooting

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHR Staff

Interface：AppWeb

1 │ Leave Pro is not in the toolbox. If some of your team members can't find Leave Pro in their toolbox and the tool has been enabled, chances are that their role is set to No Role. Please adjust their roles to Employee or higher to fix it. How to change team members' tool role? 2 │ Members are seeing an error message when entering Leave Pro or they are missing certain type of leaves Remember, the system will automatically dole out leaves base on rules and eligibility. If some employees are receiving their leaves, please check whether they have been set eligible to receive the leaves.

1. Eligibility In most workplaces, some leaves are given based on seniority, positions, or gender-specific, in STEP 2 of the Leave Pro tool setup FAQ, eligibility plays a big role in who gets what types of leaves. Please make sure that you have properly selected the right type of employees for each leave type for them to receive their leaves.

What are the necessary settings of Leave Pro?

1. Employee Profiles As mentioned, some leaves are doled out based on different factors, and the employee profiles are where you can find these settings for each employee. When everything is properly set, then everyone should be getting the correct leaves.

What are the necessary settings for each employee?

Employee Balance Steps 1 and 2 should handle most cases of employees who aren't receiving their leaves. If all else fails and you have no idea why some employees are getting their leaves, you can use the Employee Balance function to grant leaves individually. But consider this as the last resort, so long the root cause is not found, you always have to manually grant leaves to these employees.

What are the necessary settings for Leave Pro? 3 │ HR Calendar Don't forget that the HR Calendar is connected to Leave Pro as well!

Setting federal holidays and workdays throughout the calendar year will determine when employees can apply for leaves and how leaves are deducted.

So if employees' leaves are incorrectly deducted, it probably has something to do with the company's HR Calendar. What does the HR Calendar do?

Reminder

Wanna know more about the Leave Pro tool? Check out the Leave Pro Tool Manual!

Download Leave Pro Tool Manual

Relevant Questions

The Leave Pro tool setup.
Why are employees’ leaves don’t add up? How do I fix them?
Why do I have limited tool access?
About Apple ID verification.
The HR tool setup.
What settings in HR are required for new employees?
What’s the difference between “Leave” and “Leave Pro”?
What is the HR Calendar?

Question 11

Why can't workplace employees apply for leaves?

Accepted Answer

FAQ-ID：1032 Typically, when the workplace admin has completed the Leave Pro settings, all members should have their leaves in the proper amount and start applying for leaves, but if this is not your case, you might have missed a setting or two. Follow the instructions below to complete all the necessary settings and everything should be good to go! You may configure the settings using the web version of WorkDo if you are the HR Staff of the Leave Pro tool.

Unable to Apply for Leaves Troubleshooting

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHR Staff

Interface：AppWeb

1 │ Leave Pro is not in the toolbox. If some of your team members can't find Leave Pro in their toolbox and the tool has been enabled, chances are that their role is set to No Role. Please adjust their roles to Employee or higher to fix it. How to change team members' tool role? 2 │ Members are seeing an error message when entering Leave Pro or they are missing certain type of leaves Remember, the system will automatically dole out leaves base on rules and eligibility. If some employees are receiving their leaves, please check whether they have been set eligible to receive the leaves.

1. Eligibility In most workplaces, some leaves are given based on seniority, positions, or gender-specific, in STEP 2 of the Leave Pro tool setup FAQ, eligibility plays a big role in who gets what types of leaves. Please make sure that you have properly selected the right type of employees for each leave type for them to receive their leaves.

What are the necessary settings of Leave Pro?

1. Employee Profiles As mentioned, some leaves are doled out based on different factors, and the employee profiles are where you can find these settings for each employee. When everything is properly set, then everyone should be getting the correct leaves.

What are the necessary settings for each employee?

Employee Balance Steps 1 and 2 should handle most cases of employees who aren't receiving their leaves. If all else fails and you have no idea why some employees are getting their leaves, you can use the Employee Balance function to grant leaves individually. But consider this as the last resort, so long the root cause is not found, you always have to manually grant leaves to these employees.

What are the necessary settings for Leave Pro? 3 │ HR Calendar Don't forget that the HR Calendar is connected to Leave Pro as well!

Setting federal holidays and workdays throughout the calendar year will determine when employees can apply for leaves and how leaves are deducted.

So if employees' leaves are incorrectly deducted, it probably has something to do with the company's HR Calendar. What does the HR Calendar do?

Reminder

Wanna know more about the Leave Pro tool? Check out the Leave Pro Tool Manual!

Download Leave Pro Tool Manual

Relevant Questions

The Leave Pro tool setup.
Why are employees’ leaves don’t add up? How do I fix them?
Why do I have limited tool access?
About Apple ID verification.
The HR tool setup.
What settings in HR are required for new employees?
What’s the difference between “Leave” and “Leave Pro”?
What is the HR Calendar?

Question 12

Get notifications when members join and leave.

Accepted Answer

FAQ-ID：1131 Shouldn't you give your new team members a warm welcome when they are on board? And it's important to know when team members leave so you can allocate your resources and prioritize team tasks. Did you know there is a setting that sends notifications when members join and leave your team? Well, now is a good time to take advantage of it!

Set Workplace / Group Notifications

Plan：All plans

Permission：MemberWorkplace / group admin

interface：AppWeb

Steps：

Enter the Workplace Settings.
Scroll down to the Manage Workplace / Group section and select Workplace / Group Notifications.
Turn on the notification settings.
- Alert When Members Join/Leave │ Turn this on to alert the owner and admins when members join or leave.
- Show Chat Message When Members Leave │
  Turn this on to show a chat message in the chatroom when members leave.

Reminders

Member join and leave messages do not count towards the badge count.
The member join /leave notifications is shown in the personal notification certer of the owner and admins.

Relevant Questions

What is Chat Alert? And how do I change its settings?
How do I change the notification settings?
Notification delay.
Who is allowed to invite new members into workplaces or groups?
Can I set only admins are allowed to post at the workplace level?
Can I control members from creating public or private groups?
What do different roles do in a workplace or group?

Question 13

Why is there's a member with two employee profiles?

Accepted Answer

FAQ-ID：1156
When a new member joins a workplace, an employee profile will be created for this person automatically, however, in special instances, a duplicated employee profile could be created of the same person.

Member leaves then rejoins the workplace again.
Error during the Import Employee Profiles process.
Member registered a new WorkDo account then rejoins the workplace.
Reemployment.

Whichever the case may be, once a person leaves the company, it is wise to mark his/her employee profile as terminated so they can no longer access the workplace's data. You may configure the settings using the web version of WorkDo if you are the HR Staff of the HR tool.

Troubleshooting Duplicate Employee Profiles

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHS StaffHR Viewer

Interface：AppWeb

STEPS │ Continue using the old profile: All past records and data are inherited.

Scenarios：When a member accidentally left the workplace then rejoined using a new account, or accidentally removed by the HR Staff.

As the HR tool is interconnected to tools like Attendance, Check In, Leave Pro, Leave, Overtime, Expenses and Approvals, it is crucial that every member's profile is correctly set. Every member's Login Email or Mobile Number is used bind the person to their profile, and it cannot be occupied by other account. So you need to delete the newly created employee profile then set the old profile to Activate.

Switch to the HR tool.
Click Employee Profiles.
Delete the newly created employee profile.
Locate the old employee profile using the filters provided.
Checkmark the employee.
Click the yellow Activate button.
Click Confirm in the pop-up window to complete.

STEPS │ Use the new employee profile.

Scenario：When a terminated employee is being rehired.

Generally, when a company rehires an old employee, everything starts from scratch, so using a new employee profile is fine in this case.

You do not need to do anything to the old profile.
Simply edit all the require information in the new employee profile as needed.

Reminders

By default, all employee profiles displayed are currently in employment. If you would like to view profiles in other statuses, please use the filter provided.
When a member rejoins the workplace all buddy-to-buddy data would recovery when they add all friends and colleagues back.

Relevant Questions

How to delete an employee profile?
What settings in HR are required for new employees?
Having problems importing employee profiles?
How to set employees who are on leave without pay?
Why do I have limited tool access?

Question 14

Having problems importing employee profiles?

Accepted Answer

FAQ-ID：1138 Just as the HR procedure shown below, the settings done in the first five steps leading to importing employee profiles are crucial to every employee's profile. By filling in information such as emails, mobile numbers, departments, eployee types, etc, with the provided template, the Import Employee Profiles feature allows you to quickly batch invite employees into the workplace.

│ Download WorkDo HR Tool Manual for detailed setup instructions. │

Most cases of failing to import employee profiles can be categorized in one of the six reasons below: the first five steps are incomplete, uploading an outdated template, overwriting the references sheets, changing the template format, inputting the same record twice, uploading template not carried out.

Please refer to the troubleshooting section below if you are failing to import employee profiles.

1 │ Incomplete HR Settings

Follow the HR procedure Step a to e to complete the basic settings for all employees. Downloading the template before completing the necessary employee profile settings could result in errors during template uploading. Troubleshooting Tip: Be sure you have completed all five necessary employee profile settings before downloading the template for editing.

2 │ Outdated Template

Many company HRs are using the template as a form of backup. However, if the template is outdated and no longer compatible, uploading the template file would cause an error. Troubleshooting Tip: When updating employee profile information is required, it is recommended that you use Employee Profiles instead. Import Employee Profiles is best suited when you need to invite a great number of employees at once, and you must download the new template each time.

3 │ Overwriting the References

As mentioned in the template procedure rule 4-1, only the Employee and Department sheets are required to be filled out, and their tabs are highlighted in red. The rest of the sheets are all references, please do not make any changes to them.

Gender │ Please use the drop-down menu for gender selection. Any other display type is not supported and will cause an error.
Employment Type │If you change the Employment Type of an employee after downloading the template, uploading it back would cause an inconsistency; the system would leave the Employment Type field blank, leaving this person unable to use tools that rely on this setting.
Role │ The field is mainly for annotation purposes only. Any inconsistency between the template and the system would result in an error, leaving the field blank.

Troubleshooting Tips: Download the template again, then copy column A and paste it to your original template in their respective sheet. Use the drop-down menu in the Employee sheet to fill in the information then upload the template back to the system.

4 │ Template Format Altered

How to properly fill in each column is clearly defined, please follow the instructions when filling in each sheet to avoid unnecessary errors. Troubleshooting Tip: Please follow the instructions below to update the template file or on the system before importing employee profiles.

5 │ Duplicated Employee Profile

Whenever you have edited an employee profile, you need to download the latest template so the information is up to date. Please check the following information when editing employee profiles.

Employee Code │ The Employee Code is automatically generated by the system and hidden in Column A of the template. If you delete an employee profile from the template and add the same profile again, the system would view this profile as a different person, resulting in a person having two employee profiles.
Department Code │ Same as the Employee Code which is automatically generated by the system and hidden in Column A of the Department sheet. Inconsistency between the template file and the system would result in a person having two employee profiles.

Troubleshooting Tip：Please refer to "Why is there’s a member with two employee profiles?" FAQ.

6 │ Template Upload Unexecuted

The Import Employee Profiles feature requires you to upload the template, check for possible errors, and fix them before finally uploading the template. Any stops in the middle of the process and the employee profiles aren't going to be imported. Troubleshooting：Please follow the instructions below to complete employee profiles importing.

Method 1 │ Direct Employee Profile Editing

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Tool Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Suitable timing：When there are only a few fields of profile information that need to be updated and the template status is Pending.

Steps：

Switch to the HR tool.
Click Import Employee Profiles.
All past templates used are kept for record, select a template with Pending status for editing.
- Use the Status filter to locate the template.
- Click the template to view all the profiles it contains.
Click the Edit icon of a profile to begin editing.
Update profile information.
Click Save to finish.
Make sure there are no error messages then click Import and the template status will change to Completed.

Method 2 │ Employee Profile Template Editing

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Tool Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Suitable timing：When the employee profiles need to be drastically updated.

Steps：

Following Step 1 to 3 from Method 1 to edit the profiles and make sure there are no error messages shown.
Download the latest template.
Click Import Employee Profiles.
Upload the template.
- Upload the Excel template.
- Click Upload and the system will tell you whether there are any errors.
Make sure there are no error messages then click Import and the template status will change to Completed.

Reminders

The error messages will appear during the template uploading phase as well as the importing phase when cross-referencing data. If you are still unsure of what went wrong, please contact us for assistance.
Templates that are unsuccessfully imported (with a Pending status) can not be deleted. You may however continue editing the template file until you have successfully imported it back to the system.
You can use Skip Import to bypass profiles with error messages and import the rest of the profiles into the system. Doing so will mark the template file as Completed, but you can no longer edit the profiles that were bypassed in this template file.
So long the template file has not been imported, you can deselect profiles marked with Skip Import by using the Cancel Skip button, however, you will need to correct all the errors found by the system to successfully execute the import function.
Wanna know detailed tutorials? Check out the HR Tool Manual!

Download HR Tool Manual

Relevant Questions

What settings in HR are required for new employees?
How to invite people to a workplace?
How do I create new departments in the organization?
The HR tool setup.
Why is there’s a member with two employee profiles?
Would Role, Job Title and Job Type options limit employees’ tool usage?
Why do I have limited tool access?
Start WorkDo in 5 steps.

Question 15

How to delete an employee profile?

Accepted Answer

FAQ-ID：1157 It is possible that duplicated employee profiles got created during your trial period trying to bring employees into your workplace. "So how do I delete the duplicated profiles?" you ask. Well, just change the status of the profiles to Suspend or Terminate then you can delete the profiles for good. If an employee's profile has been deleted but he/she has not left the workplace, then he/she can only use the basic tools from this point on; all other advanced tools that require an employee profile to function will be locked. However, said employee's past records and data will be kept for perusal. Under normal circumstances, every employee only has one employee profile, and the workplace HR Staff could change the profile status accordingly to reflect the employment status.

Delete Employee Profiles

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Steps：

Use the filters to search the profiles.
Check the boxes to select the profiles.
Change the profiles to Suspend or Terminate.
Select the profiles again and click the Delete status to permanently delete the profile.

Reminder

Please refer to your local labor laws on how long you need to keep resigned employees' profiles and records for perusal purposes.

Relevant Questions

Why is there’s a member with two employee profiles? Why do I have limited tool access?

Question 16

An employee left the workplace or was removed by mistake, is there a way to rectify it?

Accepted Answer

FAQ-ID：1155 When employees left the workplace on their own or were removed by the workplace HR Staff, they can no longer access the workplace data and files. As such, when employees resign from their posts, the HR Staff must verify their last day of work then remove them from the workplace or ask them to leave the workplace. However, should you accidentally removed an employee or they left the workplace by mistake, here's how you can rectify it! Just invite the employee to rejoin the workplace and make sure the employee profile is intact, then everything is all set! These settings require the help of workplace admins and HR Staff to maintain to safeguard workplace information security.

Rectification Method

STEP 1｜Rejoin Depending on the situation, you can either ask the employee to rejoin on their own or send them an invitation to join the workplace using their existing WorkDo account. How to invite people to a workplace? Can I join the company workplace on my own? STEP 2｜Employee Profile Adjustment There is an employee profile of every workplace employee found in the HR tool. When an employee rejoins the workplace, a duplicated employee profile will be created. So please follow the below FAQs to make the necessary adjustments in the employee profile. This will allow the employee to resume using the advanced tools that are tied to the HR settings. Why is there’s a member with two employee profiles? What settings in HR are required for new employees?

Reminders

Please note that when employees leave the workplace, all their chat histories and tool posts will be erased.
If a resigned employee rejoins the workplace using their original account within a year, all their chat histories and tool posts will be recovered in the web version of WorkDo, the app version, however, will only recover the tool posts only.

Relevant Questions

How to invite people to a workplace? Can I join the company workplace on my own? What settings in HR are required for new employees? Why is there’s a member with two employee profiles?

Question 17

How does WorkDo handle the data and records of resigned employees?

Accepted Answer

FAQ-ID：1002 Does WorkDo retain the messages, posts and records of resigned employees? For a virtual workspace to operate seamlessly, it is important to know how data is being handled, especially for resigned employees. Fortunately, you came to the right place! When employees are suspended, terminated even deleted, so long they haven't left the workplace, all their chat histories, posts, files, records and data are still intact. However, when they have left the workplace, then things will be a little different. 1 │ Buddy Level

When an employee leaves the workplace, all colleagues are unbuddied, therefore, posts and chat histories between buddies are all erased. So please be sure to inform the workplace members and have them back up all necessary posts and files before their departure.
With the exception of chat histories, all posts can be restored if the resigned employee rejoins the workplace and adds their buddies back within one year.

2 │ Group and Workplace levels

3 │ Private Space & WorkDo Network
Employee claims the ownership of his/her WorkDo account, and the posts in their Private Space and the WorkDo Network are retained forever unless deleted by them.

Reminder

The Employees Profiles in the HR tool can be deleted, but before doing so, please make sure that you have surpassed the record keeping period mandated by your local labor regulations.

Relevant Questions

How to set employees who are on leave without pay? What to do when employees resign? What is a tool post? Sending messages. What are tools?

Question 18

What to do when employees resign?

Accepted Answer

FAQ-ID：1154 What do I do for employees who want to resign? Should I set their status as resigned? What access do they have until they leave the workplace? Find out now! The necessary settings require the help of both Workplace Admins and HR Staff to complete. Let's get started! Plan：

Free

Paid Permission：

Member

Workplace Admin

Tool Admin Role：

Employee

Manager

HR Staff

HR Viewer

Method 1｜Resigned employee can no longer access workplace data.

STEP 1｜Member removal by the Workplace Admin.

Interface：AppWeb

Enter the Workplace Settings.
Click Roster.
Use the search bar to search and select the member.
Click Manage Member then Remove Member from the Workpalce.
Enter the confirmation code and click Remove to complete the process.
- Remove This step will remove the member from the workplace and mark him/her as terminated in the employee profile, making the workplace contents inaccessible. Reinstating and inviting the member back into the workplace will lift this restriction.
- Block & Remove (Web Only) This action puts the member on a permanent blacklist, and this account is never to be used to rejoin the workplace.

STEP 2｜Enter the reason of resignation by the HR Staff.

Interface：AppWeb

Switch to the HR tool.
Click Employee Profiles.
Use the filter to search for the terminated employee profile.
Click the Edit icon and confirm the action in the pop-up window.
Scroll down and click the Enrollment/Resignation tab.
Click the Edit icon in fron of the record and fill out the information.
Click Save to finish.

STEP 3｜If you don't need to keep the employee profile, the HR Staff can delete it permanenetly.

Method 2｜Allow the employee to stay in the workplace until the handover is completed.

STEP 1｜Enter the reason of resignation by the HR Staff.

Interface：AppWeb

Switch to the HR tool.
Click Employee Profiles.
Select the employee with the checkbox.
Click the Terminate button.
Fill out the reason of resignation.
Click the Terminate button below to complete.
- The basic tools are available to the employee.
- All the records of the advanced tools can still be viewed by the employee, but he/she can no longer use them.

STEP 2｜Remove the employee by the Workplace Admin.

Interface：AppWeb

Enter the Workplace Settings.
Click Roster.
Use the search bar to search and select the member.
- Click Manage Member then Remove Member from the Workpalce.
- Enter the confirmation code and click Remove to complete the process. This step will remove the member from the workplace and mark him/her as terminated in the employee profile, making the workplace contents inaccessible. Reinstating and inviting the member back into the workplace will lift this restriction.
- Block & Remove (Web Only) This action puts the member on a permanent blacklist, and this account is never to be used to rejoin the workplace.

STEP 3｜If you don't need to keep the employee profile, the HR Staff can delete it permanenetly.

Reminders

The option is available in the Workplace Settings for members to leave the workplace on their own.
When employees leave the workplace, all buddy-level contents, including chat histories and posts are erased as well, so be sure to ask other members to backup necessary contents before then.
The paid plans of WorkDo charge by the workplace member count, so the subscription fee may be affected when members join and leave the workplace depending on the time of the month.

Relevant Questions

How does WorkDo handle the data and records of resigned employees?
How to delete an employee profile?
How to set employees who are on leave without pay?
Get notifications when members join and leave.
What settings in HR are required for new employees?
Can I leave a workplace?
Why do I have limited tool access?

Question 19

Why do some of the leave requests are automatically escalated?

Accepted Answer

FAQ-ID：1045 If you approve a leave request and it still got escalated, it's most likely that it has met the criteria of auto-escalate rules. There are auto-escalation rules in Leave Pro that will escalate the requests to the upper management when the rules are met. The auto-escalation rules are set to ensure that the workplace management is aware when employees are taking long leaves, so the company can better allocate its resources. If you are a workplace manager, you may ask the HR Staff of Leave Pro to verify or change the rules of auto-escalation.

Long Leave Auto-Escalation Rules

Plan：FreePaid

Permission：MemberWorkplace AdminTool Admin

Role：EmployeeManagerHR StaffHR Viewer

Interface：AppWeb

Steps：

Switch to the Leave Pro tool.
Click General Settings.
Click the Edit button under the Schedule tab.
Set the long leave rules.
- Long Leave Threshold When a leave request meets this number, it is considered as a long leave and will automatically got escalated.
- Advance Notice (Long Leave) Fill in the number of days that is required for advance notice when employees take long leaves. When employees request for long leaves at a short notice, the leave requests will be marked as "urgent". Example：When 5 is entered, employees who apply for long leaves under a 5-day notice will be marked as "urgent".
- Auto Escalate for Long Leave Yes │ Long leaves will be automatically escalated when the first-line managers approve them. No │ Automatic escalation is not required. When first-line managers approve them, the process is completed.
Click the Save button the complete.

Reminder

The leave request approval flow is set in the employee profiles of the HR tool.

Relevant Questions

What's leave request approval flow? What’s the difference between approving and escalating requests? Can I batch-approve request forms? The Leave Pro tool setup.

Question 20

Why can't workplace employees apply for leaves?

Accepted Answer

FAQ-ID：1032 Typically, when the workplace admin has completed the Leave Pro settings, all members should have their leaves in the proper amount and start applying for leaves, but if this is not your case, you might have missed a setting or two. Follow the instructions below to complete all the necessary settings and everything should be good to go! You may configure the settings using the web version of WorkDo if you are the HR Staff of the Leave Pro tool.

Unable to Apply for Leaves Troubleshooting

Plan：FreePaid

Permission：MemberWorkplace adminTool admin

Role：EmployeeManagerHR Staff

Interface：AppWeb

1 │ Leave Pro is not in the toolbox. If some of your team members can't find Leave Pro in their toolbox and the tool has been enabled, chances are that their role is set to No Role. Please adjust their roles to Employee or higher to fix it. How to change team members' tool role? 2 │ Members are seeing an error message when entering Leave Pro or they are missing certain type of leaves Remember, the system will automatically dole out leaves base on rules and eligibility. If some employees are receiving their leaves, please check whether they have been set eligible to receive the leaves.

1. Eligibility In most workplaces, some leaves are given based on seniority, positions, or gender-specific, in STEP 2 of the Leave Pro tool setup FAQ, eligibility plays a big role in who gets what types of leaves. Please make sure that you have properly selected the right type of employees for each leave type for them to receive their leaves.

What are the necessary settings of Leave Pro?

1. Employee Profiles As mentioned, some leaves are doled out based on different factors, and the employee profiles are where you can find these settings for each employee. When everything is properly set, then everyone should be getting the correct leaves.

What are the necessary settings for each employee?

Employee Balance Steps 1 and 2 should handle most cases of employees who aren't receiving their leaves. If all else fails and you have no idea why some employees are getting their leaves, you can use the Employee Balance function to grant leaves individually. But consider this as the last resort, so long the root cause is not found, you always have to manually grant leaves to these employees.

What are the necessary settings for Leave Pro? 3 │ HR Calendar Don't forget that the HR Calendar is connected to Leave Pro as well!

Setting federal holidays and workdays throughout the calendar year will determine when employees can apply for leaves and how leaves are deducted.

So if employees' leaves are incorrectly deducted, it probably has something to do with the company's HR Calendar. What does the HR Calendar do?

Reminder

Wanna know more about the Leave Pro tool? Check out the Leave Pro Tool Manual!

Download Leave Pro Tool Manual

Relevant Questions

The Leave Pro tool setup.
Why are employees’ leaves don’t add up? How do I fix them?
Why do I have limited tool access?
About Apple ID verification.
The HR tool setup.
What settings in HR are required for new employees?
What’s the difference between “Leave” and “Leave Pro”?
What is the HR Calendar?

FAQ

Top 10 Qs You'd want to know

Why can’t workplace employees apply for leaves?

Unable to Apply for Leaves Troubleshooting

Reminder

Relevant Questions

Main Settings

Get notifications when members join and leave.

Set Workplace / Group Notifications

Reminders

Relevant Questions

HR

Why is there’s a member with two employee profiles?

Troubleshooting Duplicate Employee Profiles

Reminders

Relevant Questions

Having problems importing employee profiles?

1 │ Incomplete HR Settings

2 │ Outdated Template

3 │ Overwriting the References

4 │ Template Format Altered

5 │ Duplicated Employee Profile

6 │ Template Upload Unexecuted

Method 1 │ Direct Employee Profile Editing

Method 2 │ Employee Profile Template Editing

Reminders

Relevant Questions

How to delete an employee profile?

Delete Employee Profiles

Reminder

Relevant Questions

An employee left the workplace or was removed by mistake, is there a way to rectify it?

Rectification Method

Reminders

Relevant Questions

How does WorkDo handle the data and records of resigned employees?

Reminder

Relevant Questions

What to do when employees resign?

Method 1｜Resigned employee can no longer access workplace data.

Method 2｜Allow the employee to stay in the workplace until the handover is completed.

Reminders

Relevant Questions

Leave Pro

Why do some of the leave requests are automatically escalated?

Long Leave Auto-Escalation Rules

Reminder

Relevant Questions

Why can’t workplace employees apply for leaves?

Unable to Apply for Leaves Troubleshooting

Reminder

Relevant Questions