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 four flair apps to help users achieve this goal. They are the web-based Employee Hub, and three Salesforce applications: flair HR, flair Recruiting, and flair Employee Center.

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.