9 | HR

Finding the HR Module:

Navigate to CRM>HR

Adding a New Administrator/Employee:

To add a new user, click on "Add User" located in the top right corner.

Adding Activity to an Employee:

To add an activity to a user, click on the "Activity" button.

Viewing Activities:

To view upcoming or previous activities, navigate to Activity > View.

Adding Time Off to an Employee:

To add time off for a user, click on the "Time Off" button.

Viewing Time Off:

To view previous and upcoming time off, go to Time Off > View.

Updating or Viewing Employee Information:

Simply click on a user to update or view all of their information.

To oversee time-off requests:

Employees can submit time-off requests by selecting the "Manage Time-Off" option. This will trigger an email notification to their manager, who can then approve or deny the request.

Shift Manager

Where to Find It: Head to your profile, and you’ll spot it right there!

Starting & Ending Your Shift: Just tap ‘Start Shift’ to clock in, and ‘End Shift’ when you’re done!

Tracking Your Shifts: Click on ‘My Shifts’ to view your shift history – and yes, you can even export your shifts to Excel!

Payroll Reporting:

Find the Shift Report button at the top—click to open and filter shifts by date for quick and easy tracking! 📊✨

You can also go to shift reports by going to Analytics>Reports>Standard Reports:

User Role Restrictions

When adding a new user, you can now set their role as either Administrator or Employee.

If a user is set as Employee, they will not be able to edit or save any changes to their profile.

Time Zone for Clock In/Out

Clock in and clock out times now reflect the time zone set in the user's profile.

After selecting a time zone, users must log out and log back in for the change to take effect.

Times will display according to the selected time zone.

Manager Reason for Time Off Approval or Denial

A new field has been added for managers to enter a reason when approving or denying time off requests.

The reason will be visible in the time off record.

Please ensure the manager's note is entered during the approval or denial step.

Time Off Calendar View

Time off is now visible on the calendar.

Users can choose to view time off for all employees or filter by specific employees.

This provides an overview of planned leave and improves visibility across the team.

Uploading Key Employee Documents

You can now upload important documents directly to an employee’s HR profile. Files such as contracts, payslips, passports, driving licenses, and certifications will be stored securely and retain their original names for easy reference.
This ensures all key employee information is organized and easily accessible within their profile.

Edit Shifts with Ease

Admins can now easily update shift start and end times. Simply go to HR, select the user, and click the edit icon next to the relevant time or date.

Add Custom Fields in HR

Need to track specific employee details? Head to Settings, choose Available employee info, and add your custom fields.
These fields will automatically appear in each user’s profile so you can tailor the platform to your team’s needs.

Recruitment Manager

Creating Your Hiring Pipeline

Open Boards/Workflows

Creating Your Hiring Pipeline

Go to Boards/Workflows
Click Add Stage to begin building your hiring process (e.g., “Application Received,” “Interview Scheduled,” “Offer Sent”)
Name each stage and click Add Stage (repeat as needed)
Click Add Card to add a candidate
Enter the candidate’s name or job title
Use the dropdown to assign the candidate to a stage
Drag and drop the card to move the candidate through the hiring process

Adding Candidate Details (Custom Fields)

Click +Add Custom Field
Select the relevant stage where the field should apply
Choose the type of field (e.g., Interview Notes, Start Date, CV Upload)
Fill in the data and click Add Card
Click on any card to view or edit the custom field data

Deleting a Stage

Click the Remove button on the top right of the stage
Click Delete Stage to confirm
⚠️ This will delete any cards within that stage

Removing a Candidate Card

Click into the card you want to remove
Click the Remove button on the top right

Editing Candidate Information

Click into the card you want to update
Make the necessary changes and click Save
Use the Upload File button to attach documents like a CV, cover letter, or portfolio

Using Card Templates for Recruitment

Go to Card Templates
Click Add Template
Add predefined fields like candidate name, role, interview feedback, etc.
Click Create Template to save

Editing a Card Template

Go to Card Templates
Click the Edit button
Adjust field types, add or remove fields, and choose what shows on the card

Linking a Contact (Candidate) to a Card

In Card Templates, select Linked Contact Field as a field type
When adding a card, click Add Contact
Either add a new contact or select an existing one from your Flowte contact list

Creating Multiple Recruitment Boards

Go to Boards and click Add Board
Enter the board’s name (e.g., “Sales Roles,” “Tech Hiring”)
Choose a card template to apply to that board
Click Add Board
Switch between boards by clicking Boards on the top left and selecting the desired board

Adding Activities to Candidate Cards

Click into a candidate card
Add notes such as “Reference Check Complete” or “Second Interview Booked”

Automated Candidate Notifications

Step 1:
- Edit or create a card template and add the Card Assignee field
- Assign internal users (e.g., hiring managers) who should receive updates
Step 2:
- Go to Templates > Email Designs
- Create an email notification to send when a card changes stage
Step 3:
- Go to Boards > Manage Automation
- Click Add Workflowte and select Time After Board Movement
- Choose the board, set the timing, and select the email template
- Assigned users will receive notifications automatically when candidates move stages