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 four 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.

In short, flair is made up of three applications built through Salesforce. To find our apps, flair HR, flair Recruiting, and flair Employee Center, you can search for the name on the Salesforce AppExchange.

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.

The Employee Hub

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The Employee Hub, or Hub for short, is an online portal provided to flair users. The portal is linked to employee data in the flair HR app on Salesforce.

The Hub allows managers and other staff members to organize processes and data that inform their day-to-day tasks at work.

It is a space where you can check your shifts, request or manage absences, safely store documents, track your work hours, and so much more.

The Employee Hub is divided into two easy-to-use views: one for an employee and another for managers.

For an employee, organizing could mean using the Time Tracking or Absence Request features in the Employee section of the Employee Hub.

For a staff member in a manager position, it means using the Hub to coordinate a number of different tasks and requests within their team. For example, the Manager side of the Hub allows you to manage Expenses, approve Absence Requests, and manage team members in My Team.

Activating the Employee Hub

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Getting your staff started on the Employee Hub is easy with the flair Setup Assistant.

To activate the Employee Hub for employees, simply visit the HR app homepage in Salesforce. Then follow the prompts by the Setup Assistant. Here’s how it works:

1) Add Employees: Import the details of the employees into Salesforce so that they can be recognized on the Employee Hub platform

2) Enable the Employee Hub: Next, enable the Employee Hub application so that your staff will have a place to log onto

3) Invite Employees: Now you can invite your staff members to the Employee Hub. By clicking on this tab, you can send employees an email notification to let them know that it is now possible to sign in to your company’s Employee Hub.

4) Employees Sign In: Finally, once your employees receive the Employee Hub email invitation, they simply need to follow the link and create a password. They now have access to your company’s HR portal.

Integration Users

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Please note, the user who enables the Employee Hub (the integration user) will also require the Flair Hub permission set.

To assign these permissions to the integration user, click the cog icon at the top-right of the page in Salesforce and select Setup.

Navigating the left-hand side menu, scroll down to Administration > Users > Users.

Choose a user from the list by clicking their name then scroll down to Permission Set Assignments. Once there, click Edit Assignments.

Now simply add Flair Hub to the Enabled Permission Sets and click Save.

Hub Features for Managers

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Here’s a short guide on how to navigate from the employee section to the management view in the Employee Hub. We can also take a quick glance at the main features you will find there.

1. First, visit the Employee Hub and log in using your Email Address and Password

• Once you have logged into the Employee Hub, select the Manager tab in the bottom left corner. Only a person with management permissions can select this view.

• In the Manager tab, you will be able to see a number of different features designed to help you coordinate your team
• My Team: Provides an overview of the staff or workers in your company. Here you can see general details like Name, Location, Department, Position, and the date the person joined the company.

• By clicking on an employee profile in the My Team section, you can view details key to fostering an efficient and pleasant work environment. The information includes vacation days, absences, performance review data, time sheets, as well as contract details, such as an employee’s probation period.
• Absences: This page allows you to manage employee leave or absence requests
• Time Tracking: The time tracking feature is an easy way to keep a record of the hours that employees have spent at work. It allows managers to document working hours, breaks, and overtime.
• Engagement: Set employee goals and manage performance review data
• Expenses: Here, you can view a list of all employee expenses and their status. A dropdown icon on the right-hand side of each expense allows you to approve or decline a request.

Hub Features for Employees

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The Employee Hub is a platform accessible to company staff. Connected to your Salesforce data, it acts as a central portal for management and other employees to take command of HR-focused activities.

As highlighted previously, the Hub is divided into an Employee section and a Manager section.

From the perspective of an employee without manager permissions, the Hub’s focus is on personal planning, goal setting, team recognition, and company information. Employees may organize information like personal data, shift schedules, absence requests, and time tracking.

Let’s take a look at how employees can enter the Employee Hub and use some basic features:

• To access the Employee Hub, you should have received an invitation email from your manager or HR team. Use the email to sign in with your work email address and create a secure password.

• Modify Avatar: Give your Employee Hub profile a personal touch and help your colleagues put a face to your name by adding an avatar. Simply click the three dots ⋮ next to your name in the top-left corner of the Hub, then select Modify Avatar. Drag and drop your photo file into the circle or click Choose File to add your image.

• My Data: This page allows you to input or edit personal details. e.g. name, address, payment information, and tax details.

• People: Stay on top of company news through the Announcements feature on this page. The company Directory can also be found here.
• Documents: Safely store documents like a work contract in this section
• Shifts: Toggle through your personal shift calendar, view the work schedule of colleagues, and even request to cover open shifts
• Absences: Here you can request and plan vacation days or a leave of absence
• Time Tracking: This feature allows employees to document working hours, breaks, and overtime. It also ensures employees are fairly compensated for overtime and gently reminds staff to take their entitled work breaks.

• Expenses: Occasionally employees incur costs during their course of work. In the flair Employee Hub, you can easily submit expense claims to management.
• Engagement: Complete performance reviews, set goals, define your skills, and even send colleagues fun appreciation messages via the Cheers function

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.

Customizing Your Home Screen

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All employees can personalize some elements of their Employee Hub Dashboard. For instance, you can choose which information appears in the three cards in the center of the Dashboard. Simply click the right arrow ᐳ until you see an empty card that says Customize.

When you click Customize, you will see a list of available cards. Select the toggles to show or hide each card on your Dashboard. You can also click on the six dots to the left of each list item to drag and drop each card into the order you want.

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.

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.

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.