How To Set Up flair: Your Quick Start Guide

Introducing flair

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flair helps HR teams modernize, shape, and perfect every aspect of the employee experience. Using precise insights and rich data, flair gives users the tools to easily design, adapt, and scale a world-class culture that drives your company forward.

To create the best possible employee experience, flair users can build a smart HR framework. There are three flair apps to help users achieve this goal. They are the web-based Employee Hub, and two Salesforce applications: flair HR and flair Recruiting.

Together they make a smart and comprehensive HR platform.

flair’s Salesforce Connection

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Let’s explore how flair works within Salesforce to streamline and improve the HR and employee experience.

Salesforce is a customer relationship management (CRM) platform. flair is a complete HR management solution integrated into the Salesforce CRM.

To understand how flair operates within the Salesforce ecosystem, perhaps it’s easier to think about the construction of a building. Instead of building from scratch, Salesforce provides companies like flair with the foundations and ultimately the freedom to customize their own structure – in this case, a smart, intuitive HR management platform

All three apps that make up flair are linked to Salesforce. Even if you are not already using Salesforce, we can provide you with a Salesforce instance. This allows you to benefit from the scalability and security that approximately 150,000 companies around the world enjoy.

Two of our apps, flair HR and flair Recruiting, are accessible via Salesforce directly. These apps are designed for HR managers, recruiters, hiring and people managers, and Salesforce admins.

The third app, the Employee Hub, is a web-based application outside of Salesforce. This is designed to give employees and people managers a user-friendly interface with no need for Salesforce experience. Nevertheless, the Employee Hub is synched with Salesforce, giving you a single source of truth for all your people-related data.

Now let’s take a look at some of the features each of the flair apps has to offer.

Salesforce Navigation Guide

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In Salesforce, the main navigation and user interface elements are organized into different menu bars and sections. Here's a layout of the key components found in flair apps on Salesforce.

1. App Launcher:

   The App Launcher is the starting point for accessing different Salesforce apps, tools, and components. It appears as a nine-dot grid icon at the top-left corner of the screen. When using flair, clicking on it opens a menu that displays the flair Recruiting and HR apps.

2. Global Search Bar:

   The functionality of Global Search enables you to locate any records marked as searchable within your Salesforce organization. You have the flexibility to conduct a comprehensive search across the entire database or apply filters based on specific objects.

   For example, in the flair HR app, you may want to search for different company departments or office databases. You can also locate Employee Shift records or Absence Categories.

3. Navigation Bar:

   The Navigation Bar is located at the top of the screen. It typically contains the following elements including:

• flair Logo: The flair logo will appear on the top left corner of your screen when using the flair Recruiting and HR apps
• Favorites: Clicking on this tab allows users to manage their favorite items
• Global Actions: These are quick actions that allow users to create new records, such as a New Lead or Log a Call
• Guidance Center: This is Salesforce’s in-platform learning library. It contains links to learning content suggested by Salesforce.
• Setup: The cog icon or gear-shaped icon is the Setup icon. The Setup menu provides access to the Salesforce administration settings and configuration options.
• Notifications: Here is where you will see alerts or messages that inform users about important events, updates, or actions related to their Salesforce org
• User Profile: This dropdown menu displays the user's name and profile picture, providing access to settings, personalization options, and a logout
• Pages: The Navigation Bar also includes pages or items of functionality. Depending on which flair app you are using you will see options such as: Attendance, Compensations, Engagement, Workflows, Staff & Docs, and much more.

4. List View Controls Bar:

This section includes controls for managing screen views and creating new components, including:

• Create New: A button that allows users to create a new record or component
• Search: A search bar to find specific records or names
• Edit: A button to amend a record or component
• Display As: This contains options for changing how records are displayed on a list. The available choices are:
  • Table View: Displays the records in a tabular format, resembling a spreadsheet with rows and columns
  • Kanban View: Displays the records as cards on a board, organized into columns
  • Split View: Creates a split-screen, showing records side by side

5. List View:

The List View is the central section of the screen where your flair features and data are displayed. For example, when clicking on the Candidates tab in flair Recruiting, you will see a list of candidates that have applied for a job in the workspace area.

The List View area includes features such as:

• Tabs: Tabs represent different categories of information. For example, if you open a job in Recruiting app, the tabs include Candidates, Details, Publishing Details, Translations, Fields, and Advertising.
• Dashboards: Dashboards pull data from different objects, reports, or even external integrated sources, allowing users to create a comprehensive view of different data sets. For example, the flair Recruiting Metrics page can display information on the Number of Employees, Job Types, Contracts, Average Age, and more, in a dashboard.

NOTE: The layout and elements will vary depending on the Salesforce version you are using as well as customizations and user permissions.

What Is the Employee Hub?

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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

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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.

Assigning Integration User Role

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• In Salesforce, click the cog icon at the top-right and select Setup.

• Navigate to Administration > Users > Users in the left-hand menu.

• Click on the desired user's name, scroll down to Permission Set Assignments, and click Edit Assignments.

• Add the Flair Hub to the Enabled Permission Sets and click Save.

flair HR App Setup Assistant

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Integration users can get staff started on the Employee Hub with the Setup Assistant.

Visit the HR app homepage in Salesforce and follow the prompts provided by the Setup Assistant.

1. Add Employees: Import employee details including email addresses on the Employee Hub platform.
2. Enable the Employee Hub: Click Enable the Employee Hub to activate the Hub mobile app and web dashboard.
3. Invite Employees: Click on the Invite Employees button to send email notifications to your staff. This informs them that they can now sign into the company’s Employee Hub.
4. Employees Sign In: Once employees receive the Employee Hub email invitation, they can follow the link provided to create a password and gain access to the company’s Hub.
5. Enable Slack: This Slack integration stage of the Setup Assistant is optional. It allows users to use the flair app on Slack, which includes features such as flair notifications, time tracking, and absence requests. Click Enable Slack and then select Allow to complete the integration.

Adding Individual Staff Using Employee Records

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When you have enabled the Employee Hub using the Setup Assistant, it is possible to add individual staff using employee records.

1. Employee Record: Visit the employee’s record of a newly hired staff member on the flair HR app.
2. Company Email: Give the employee a valid company email address in the Contact Information section of the employee record.
3. Employee Hub Card: Next scroll down and on the right-hand menu you will see an Employee Hub card.
4. Invite Employee: Once a company email address has been assigned to the employee it will be possible to send an invite link using the Employee Hub card. Click invite and the staff member will receive an email notification allowing them to create an Employee Hub account.

Customizing the Left Menu Bar

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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.

To start, go to the Employee Hub Features page in your flair HR app. To find this, simply search Employee Hub in the Salesforce App Launcher.

Click New to start customizing the left-side menu in the Employee Hub. You will now 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.

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 Features

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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.

The bell icon on the right side of the navigation bar show your notifications. Next to your notifications, you will see your name and avatar. Clicking on your name will allow you to change your avatar and settings, view product updates and Help Center articles, or log out of the Hub.

Let’s take a look at some of the key features in the Employee Hub:

Dashboard

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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

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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

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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

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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

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The Absences page is where you can manage your time-off requests, view your remaining leave balance, and check which of your colleagues are currently on leave.

Learn more about absences in the Employee Hub.

Time

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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.

Development

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The Development page is home to your performance-related information, such as assessments, goals, and skills.

• Assessments: View and complete self-assessments and assessments of other employees.
• Goals: Check the status of your individual and team goals, and set new goals for yourself and your team.
• Skills: Add, view, and rate your personal skills.

Engagement

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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.

Recruiting

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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

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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.

Employee Hub Settings

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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.
• 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.

Employee Hub Account Deletion

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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.

How To Delete an Employee

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If an employee is leaving your company, you do not need to delete this employee from flair immediately. Instead, you can simply fill in the End Date field in the employee’s record, and this employee will then be marked as no longer active.

There are, however, some cases where you may need to delete an employee record from flair entirely. For instance, if an new hire has signed a contract but changes their mind before joining your company.

When you open an employee record in the Employees page in flair, you will see a Delete button next to their name. Clicking this button will result in an error message if the employee is associated with other records. To successfully delete the employee, you first have to delete these records.

The error message will give you a full list of the records associated with the employee. These will typically include timesheets, workloads, absence allowances, and performance reviews. All of these records will need to be deleted before you can delete the employee from flair.

To help speed up deletion, you can use filters to quickly search for records associated with the employee. For example, in this error message, Adan Miguet’s employee record cannot be deleted because it is still associated with employee notification messages named a1U0600000DtSir and a1U0600000DtSkb.

To delete these records, type Employee Notification Messages into the App Launcher. Select the All list view to display all records. Then click the funnel icon on the right to open the filter options and click Add Filter.

You can now refine your search in several different ways. For example, you could search for the exact record name as displayed in the error message, e.g. a1U0600000DtSkb. Or you could filter by the employee’s name, as shown in this example. This will show you all the records of this type that are associated with the leaving employee, allowing you to delete them faster.

You can repeat this process for other records types, such as timesheets or workloads.

Manager-Specific Hub Features

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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.

People

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The People page gives you a helpful overview of your team. In the center, you will see the people who are part of your team. Clicking on their name will show you additional details related to that person, including their personal details, timesheets, and history.

On the right side of the people page, you can see a brief overview of items requiring your approval, such as timesheets, expenses, and absence requests.

Employee History

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During an employee’s time at your organization, many things may change: their salary, position, contact details, and manager. Using the Employee History feature, you can track all these changes in one simple view.

Employee History in the Hub

As a manager, you can view the history of any of your team members in the Employee Hub. In the Manager view, open the My Team tab and select any employee from your team. In the top navigation, select History. You will now see a chronological view of the selected employee’s historical events, from most recent to earliest.

You can also select filters from the drop-down menu on the right side of the screen to specify which types of events show, such as manager changes, salary changes, and absences.

Employee History in Salesforce

You can also view an employee’s history in Salesforce. In the flair HR app, select Employees from the top navigation bar and choose an employee. Click on the History tab to see previous events. Using the View dropdown, you can switch between a vertical list view or a horizontal timeline view.

In the vertical view, clicking on an event will show the previous data, what it has changed to, and who made the change. In the horizontal view, you can use the blue slider to view the changes on the timeline.

Absences

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In comparison to your personal Absences page, the Absence Requests page shows you all absence requests from members of your team.

Time Management

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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

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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.

Expenses

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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.

flair HR

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The flair HR app on Salesforce is designed for managing company employees. With a number of functions, the app interface presents users with a Home screen alongside the main menu bar.

The menu includes pages like Staff & Docs, Compensations, Attendance, Engagement, Workplace, HR Admin, Employees, and many more.

Main Features

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Let’s check out how some of the pages work:

• Home: This page provides you with an overview of HR processes. For example, here you’ll see absence notifications, expense requests, employee attendance statistics, and workflow data.
• Staff & Docs: Provides a straightforward list of the employees working in your company. View employee profiles, add new staff, and upload company documents here.
• Compensations: Customize procedures related to payroll, salaries, and expenses

• Attendance: Oversee employee workloads, projects, shift patterns, and absences
• Engagement: Set goals, schedule 1:1s with staff, and launch workplace surveys

• HR Admin: By navigating to this area you can organize important administrative elements like absence categories, expense merchants, workload templates, and payroll components.
• Workflows: Every company is unique. The Workflows page enables you to customize and manage regular tasks like employee onboarding, for example.

Position Management and Company Structure

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The Position Management function in flair HR helps you to keep an overview of your company’s structure, hierarchy, and job titles. While job titles and managers were previously assigned within employee records, our new Company Structure tab provides additional detail and flexibility. It includes:

• The ability to add empty positions that are to be filled in the future
• A history of employees who previously held a specific position
• An overview of how positions are related to each other

Creating, Editing, and Deleting Positions

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To get started, use the app launcher 𓃑 and search for Company Structure. On the company structure page, you will see a list on the left of the screen. This list contains all active positions in your company.

In this left pane, you can use Quick Search to find a specific position. You can also click the funnel icon to open filters. Positions with a Start Date in the future will only be visible if you open the filters and check the Show Future Positions box. If you create a position with a Start Date in the future, it will not be displayed here until that date.

Clicking the down arrow ⌄ next to a position will show all active positions managed by that role. The icon color indicates the status of the position:

• Blue = Staffed
• Orange = Recruiting or Scheduled
• Red = Upcoming Vacancy
• Gray = Vacant or Disabled

To learn more about position statuses, read the Position Status section of this guide.

In the middle of the screen, you will see further details related to the selected position.

1. Position Title: This is the name of the selected Position.
2. Description: A text describing the Position and its responsibilities.
3. Status: Indicates the status of the Position, e.g. Staffed or Vacant.
4. Employee: The employee who currently holds this Position.
5. Parent Position: The Position above the selected Position in the company hierarchy.
6. Manager: The employee who holds the Parent Position.
7. Start Date: The date when this Position was first occupied within the company.
8. End Date: The date at which this Position becomes inactive. Leave blank if not known.
9. Assign: Click to assign an employee to the selected Position.
10. Edit/Delete: Click the down arrow to edit, delete, or unassign the Position or to associate it with a job.
11. Vacant From: If the active employment term has an End Date, this box shows when the position will become vacant.
12. Active Employment Term: Details of the employee who is currently assigned to this Position. The Start Date and End Date shown here relate to the period of time that the currently assigned employee has held this position.

Further down the position detail view, you can also see Inactive Employment Terms and Associated Jobs.

1. Inactive Employment Terms: This table shows all employees who have previously held this Position or will hold it in the future.
2. Associated Jobs: If you are hiring for a position, you can link it to jobs you have created in flair Recruiting.

Click New Position to add to your Company Structure. You can then fill in the basic information about the position. If you want to assign an employee to this Position straight away, toggle the option “Assign an employee to this position immediately after its creation” to Active. Click Next when you have filled in the mandatory fields.

Position Status

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The color of the icon next to the position indicates the position status and is updated in real time. When you click on a position, the Status field shows you the exact status of that position.

• Staffed: The position is filled and not set to become vacant within the next three months.
• Recruiting: The position is vacant and there is an associated open job in flair Recruiting.
• Scheduled: The position is vacant but is scheduled to be filled.
• Upcoming Vacancy: The position will become vacant within three months and no new employment is scheduled.
• Vacant: The position is vacant and not associated with an open job in flair Recruiting.
• Disabled: The position has been disabled and is no longer active.

Assigning a Position to an Employee

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To assign a Position to an employee, you can select the Add icon next to an empty position in the left menu or you can select the Position and click the Assign button.

Choose an employee to assign the Position to and then click Next.

Now you can create an Employment Term. This is the period that a certain employee holds a specific position. Give your Employment Term a name so you can easily identify it, choose a Start Date, and choose an End Date if known.

If you wish to change an employee’s position, for example, if they are promoted, you can unassign them from their current position and then assign a new position to them.

Alternatively, if you try to assign a new Position to them that overlaps with their current position, you will receive an error message. Here you will have the option to change the End Date of the employee’s current employment term so they can be assigned the new Position.

If an employee is going to leave your company, you can simply set the End Date for their Employment Term by clicking the Unassign button.

Associate a Job With a Position

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If you are hiring for a vacant position or a position that will become vacant soon, you can associate an open job with that position.

Associated Jobs can be seen in the detailed view of a position below Inactive Employment Terms. All associated jobs are listed here, alongside the job’s name, status, publish date, and the user who created the job.

To associate a job with a position, open a position and click the down arrow ▼ in the top right corner. Now you can select either Create a New Associated Job or Associate Existing Job.

Clicking Create a New Associated Job allows you to add a new job to the flair Recruiting app and immediately associate it with a position in your company structure. Selecting this option will open a window where you can enter details such as the name, location, department, and time commitment of the job.

After clicking Next, you can fill in the Publishing Details of the job. This includes the information you will provide in any job ads used to fill this role, such as candidate seniority and necessary experience, salary details, and working hours.

The final step is to add a job description, employee responsibilities, job requirements, and company benefits that will appear on your job ad. Now click Save to add this job to the flair Recruiting app and associate it with the selected position. By default, the job status will be open, which means it is published on your connected flair career portal.

Alternatively, you can link an existing job with a position by selecting the Associate Existing Job option. This opens a window showing all the jobs you have created in flair Recruiting. Simply select a job and click Next to link the job to the position.

You can also unlink associated jobs by selecting the down arrow ▼ next to the associated job and clicking Unlink Job. To unlink multiple associated jobs at once, select the down arrow ▼ in the top right corner of a position and click Unlink Associated Job.

How Position Management Affects Employee Records

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With the new Position Management feature, it is no longer possible to change the Job Title, Start Date, End Date, and Manager fields in the Employee record. These fields are now managed on the Company Structure page. Changes that you make on the Company Structure page are synchronized with the Employee record.

On the right side of an Employee record, you will see a new box labeled Employment Terms. Here you can see previous, current, and future positions held by an employee and their respective start and end dates.

The Start Date and End Date fields in the Contract section of an Employee record are updated based on these Employment Terms. If an employee has multiple Employment Terms, the Start Date will show the employee’s earliest start date, while the End Date will show the latest end date as indicated by the Employment Terms. If the most recent Employment Term does not have an end date, the End Date field will be empty.

The Position field will show the most recent Position held by the employee as defined on the Company Structure page.

The Manager field will be filled with the person who holds the Parent Position of the employee’s current Position.

Changing a Manager

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To change an employee’s manager, you can either change the Parent Position or choose a new employee for the current Parent Position on the Company Structure page.

For example, Sarah Lee is the Head of HR, and she reports to the CEO Anna Turnbull. We can see this represented in Sarah’s employee record.

To improve efficiency, the company has appointed a new COO, Kena Liao. From now on, the Head of HR will report to the COO. To change the manager, go to the Company Structure page. Select the Head of HR position and click Edit.

Now simply change the Parent Position from CEO to COO and click Next.

You will now see that the hierarchy has changed in the navigation menu on the left, placing the Head of HR under the COO.

These changes are synchronized with the Employee record and the Manager field is updated with the new manager.

Creating an Employee

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To create a new employee in flair, open the Staff & Docs tab in the HR app and click the New Employee button. You can also click New on the Employees page.

You can fill in Basic Information such as Name, Start Date, Position, and Workload Template. Selecting the Additional Information tab will allow you to enter a company email address and phone number for this employee.

If you created an employee without a Position, you can later select one by opening the Employee record and clicking New in the Employment Terms section.

Choose a name for the Employment Term so it can be easily identified. Then select a Start Date and Position. For the Position, you can either choose an unfilled Position from from the dropdown list or select New Position. Then click Save.

Fixing Invalid Reporting Structure

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Positions that are part of an invalid reporting structure appear at the bottom of the pane on the left side of the Company Structure page. Using the toggle labelled “Display positions with invalid reporting structure”, you can view these positions.

One example of an invalid reporting structure is a reporting loop, as shown in the example below. Louis Marks directly reports to Rory Garlett. However, Rory Garlett reports to Max Grünwald, who in turn reports to Louis Marks, creating a loop. This means that the three positions that are part of this loop (and any other positions that are connected to one of these looped positions) cannot be correctly displayed in the company structure.

To fix this issue, click on one of the positions affected and change the Parent Position so that the reporting structure no longer contains a loop.

Creating Reports in flair

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With flair, you can apply Salesforce’s powerful reporting functions to your HR data, giving you more detailed insights into your workforce.

You can create reports and save reports on any kind of people-related data, such as candidate application sources or employee salaries. There are also many filter and grouping options, allowing you to slice and dice the data however you need to.

How To Create a Report

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To learn to create a basic report, let’s use salaries as an example. These steps will show you how to create a report on employee salaries in different office locations and departments.

1. To start off, open your flair HR or flair Recruiting app in Salesforce and click the App Launcher 𓃑. Use the search bar to find the Reports page.
2. You will now see any reports that you have recently used. There are a number of standard, pre-built reports that come with flair, including Employees by Position, Number of Leaving Employees, and Candidate Application Source. Select All Reports to open and run these reports.
3. To create a new report, click the New Report button.
4. A window will open showing you recently used Report Types. They are also grouped into categories in the menu bar on the left. Click All and type Salaries into the search bar to see all available reports related to salary.
5. Choose a report. The report names contain the objects that the report will include. For example, if you want to report on employee salaries and include information about the employee such as department and location, you will need a report that includes two objects: Employee Salaries and Employee. In this case, select the report names Employee Salaries with Employee and then click Start Report.
6. You will now see the Report Builder. Settings are on the left side of the screen and a preview of your report is shown in the middle. In the top-right corner of the Report Builder, activate the Update Preview Automatically toggle so you can instantly see changes as you build your report.
7. On the left edge of the screen, you will see a vertical bar named Fields. Click on the arrow > to see all the Fields available for this report. Selecting a Field will add it to your report.

Adding and Hiding Columns

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If you want to add more information to your report, you can use the Add Column search bar to find fields related to the objects included in your report.

In our example report, Employee Salaries and Employee, you will start off with two columns: Employee Salary ID and Employee Full Name. For the purposes of our report, the Salary ID is not important. To hide it, find the Employee Salary ID field in the Columns section of the settings bar on the left. Click the X to remove it.

Use the Add Column search bar to find and add new fields to your report. In this example, we will add Amount, Employee Country, Employee Department, and Type of Employment. If you want to change the order in which the columns are displayed, simply click on the header row of the column you want to move and drag it to a new location.

Grouping Rows

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Now that you have added all the information you need in your report, you can group rows to make the information easier to view. In our salary report example, you could use groups to view employee salaries in each country.

There are two ways to group rows. The easiest way is to click the down arrow ▼ in the header row of the field you want to group and then select Group Rows by This Field. Alternatively, you can use the Add Group search bar in the left-side menu to search for the field you want to group.

In our example, we have grouped the rows by Employee Country. This moves the Employee Country field to the left of the table, shows the number of records per country, and calculates the subtotal salary in the in Amount column.

After grouping your rows, you will see additional options at the bottom of the screen.

• Row Counts: Displays the number of rows/records per group
• Detail Rows: Displays each individual row. Deactivating this option will hide the individual rows, showing you only the subtotals of columns containing numerical values and Record Count.
• Subtotals: Adds the subtotal of numerical records to each group.
• Grand Total: Adds the grand total of numerical records to the bottom of the table.

For this example, we will deactivate the Row Counts option.

In columns that contain numerical values, such as the Amount column, you can choose what appears in the Subtotal and Grand Total rows. By default, a sum is shown. To change this, click the down arrow ▼ in the header column and select Summarize. You will see five options: Sum, Average, Max, Min, and Median. In our example, we will select Average to show the average salary amount per country.

Grouping Columns

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Once you have grouped rows by a particular field, you will also have the option to group columns. This works the same as grouping rows: You can either click the down arrow ▼ in the header row and select Group Columns by This Field or use the Group Columns search bar in the left-side menu under Groups.

In our example, we’re going to group columns by Type of Employment. Doing this will transform your table, showing you the average salary per type of employment in different countries.

When grouping by rows and columns, the Subtotals option at the bottom of the screen will disappear. In its place, you will find the Stacked Summaries option, which can make information easier to view in complex reports. In this example, we have deactivated the option.

Reports grouped by rows and columns are also know as a matrix. When working with this kind of report, you will see an additional view named Details beneath your table in the report preview. This displays additional information not included in your matrix. In our example, the Details view included the individual salary amounts, the employees’ full names, and the departments.

Clicking on an individual cell in your matrix will show you a breakdown of that information in the Details view. This is useful if you want to see the individual values that make up a specific sum or average.

Adding Filters

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You can also add a wide range of filters to refine your reports. To start, select the Filters tab in the settings menu on the left side of the screen.

In our example, the default filters are My Employee Salaries and End Date: All Time. By clicking on the filter, you can change it. For example, you can change My Employee Salaries to My Team’s Employee Salaries or All Employee Salaries. You can also set a date range.

Using the Add Filter search bar, you can apply new filters to your report. For instance, up until now, our example salary report has been showing all salaries. If you only want to include the salaries of employee still at your company, you could search Active, select Employee: Active, choose True, and click Apply. You could also filter out certain countries, departments, or types of employment, if needed.

Save and Run a Report

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When you’re happy with your report, click Save and give your report a name and description. You can also choose a folder, depending on whether you want to share the report with other colleagues or keep it in your private folder.

Clicking Run will give you the final results of your report.

flair Recruiting

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The flair Recruiting app interface looks much like the flair HR app on Salesforce. However, it is designed for managing the recruitment side of your business.

With a number of functions, the app presents users with a Home screen alongside the main menu bar. This menu bar includes pages like Candidates, Jobs, Locations, Departments, Career Page, Evaluations, and many more.

Let’s check out the core features of the flair Recruiting app.

Main Features

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• Career Page: Perhaps the most important tool for advertising open job positions and hiring people for your organization. This page allows you to create and customize a landing page or jobs board to advertise vacant positions.

• Jobs: Visit this page to create job vacancies that will populate the Career Page. Once you’ve created a job, you can also assign a manager to oversee the hiring process.

• Evaluations: Create tailored evaluation templates so you can simplify your hiring process
• Candidates: View candidates applying for vacant job positions. Here you can also build a recruitment stage funnel to guide you through the hiring process. Use evaluation templates to identify the best-quality candidates.

Key Settings

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Let’s take a look at how to update some important settings within the flair HR and flair Recruiting apps.

Personalizing the Navigation Bar in Salesforce

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The Salesforce navigation bar allows you to quickly find the features and data you need in your flair HR and Recruiting apps. While the default navigation bar is set by your Salesforce admins, you can customize the bar yourself, choosing the pages and features you use most often.

To customize your navigation bar, click the pencil icon on the right side of the bar. A window will pop up showing you the full list of navigation items currently shown in your bar. You can click and drag them to change the order or click the x to remove an item. You cannot remove items that your admin has specified for the app.

Click Add More Items to see the full list of available navigation items for your flair HR or Recruiting app. Select the items you want to add, and then click Add Nav Items.

The new items will be added to the bottom of your items list. Rearrange them as needed and then click Save.

Employee Change Notifications

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Sometimes, employees may need to include an important document or make changes to their My Data section within the Employee Hub. To enhance collaboration, we have implemented a feature that automatically updates HR or managers regarding these crucial employee updates or amendments.

To modify who receives notifications regarding employee data or profile changes, follow these steps:

• Access the employee’s profile in the flair HR app on Salesforce and navigate to the Owner field.
• Within the Owner field, you can easily select the preferred HR team member or manager who should receive the notifications. This allows you to designate the appropriate recipient for these important updates.