FAQ
Accounts, notifications and more answers to the most frequently asked questions!
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.
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.
STEPS │ Continue using the old profile: All past records and data are inherited.
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.
STEPS │ Use the new employee profile.
Generally, when a company rehires an old employee, everything starts from scratch, so using a new employee profile is fine in this case.
RemindersFAQ-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.
Steps：
ReminderFAQ-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.
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?
RemindersFAQ-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
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