HR Admin User Guide: HR features (Desktop & Mobile)

 

First steps for new users 

Complete your onboarding tasks 

Completing your onboarding tasks

VIEW DEMO

If your employer is using our onboarding features, they will send you onboarding information before your start date. On the onboarding website, complete your onboarding tasks, including filling out your profile details and signing documents.

Activate your Workable account

After your onboarding, your employer will notify you when and how you can access Workable. Available options are: 

Invitation email

Before logging into your account, a Workable Admin member will probably trigger an invitation email that grants you access to Workable. Follow these steps to sign up for the first time:

1. Click on the link in the invitation email
2. Enter your first and last name as you would like them to appear in Workable
3. Set a password that meets our requirements or select to join using your Google/LinkedIn/Microsoft account
4. You will be logged in and taken to the homepage of your Workable account

In the future, you can use the Workable login page to log in to your account. 

Auto-join

If your company has auto-join enabled, you may be able to join your Workable account without an invitation.

SSO

If your company has connected Workable to your single sign-on (SSO) provider, follow the steps here to sign in.

Choose your personal settings and notifications

Setup your profile from: Your Profile

Here, you can edit your full name, job title, email, and profile picture. At the bottom of the page, under Credentials, you can connect additional apps (Zoom, LinkedIn, etc.).

Adjust your notifications under: Your Preferences

All email notifications will be enabled by default, but you can modify them if needed. 

Workable HR first-time setup

If you are setting up HR features for the first time, check our implementation guides and the Workable HR Setup tour:

• Onboard & Manage
• Time off

Download our mobile app

The Workable app is available for Android and iOS smartphones free of charge. Scanning the QR codes below will take you directly to their respective app stores, where you can download the app:

  

Below, you will also find an overview of the app's different features you can access.

 

Explore features available to you

Explore your home page (desktop/mobile)

• Desktop
• Mobile

Once you log in to your desktop, you will land on your home page. You can also click the "W" logo to go to this area. As an HR Admin, you can view different widgets:

Personal information	Get an overview of your details, your manager, teammates (if any) and direct reports (if any).
Today	Get an overview of all celebrations, holidays, or employees on leave today.
To-dos	Get an overview of your pending tasks like time-off request reviews for employees or your direct reports.
Onboarding	Get an overview of new employees pending onboarding and start their onboarding if needed.
Time off	Check your time off balances and upcoming absences or request time off.

Once you log in to the mobile app, you will land on your home page. As an HR Admin, you can view different widgets:

Direct reports	Get an overview of your direct reports (if any) and quickly view who is out of office (calendar icon in their avatar).
Your team	Get an overview of your team; manager and teammates (if any).
To-dos	Get an overview of your pending tasks like time-off request reviews or profile update reviews from employees.
Today	Get an overview of all celebrations, holidays, or employees on leave today.
Your time off	Check your time off balances and upcoming absences or request time off.

 

Features for HR Admins (desktop/mobile)

As an HR Admin, you have all the capabilities of an employee (including those of a manager if you have direct reports), as well as additional features and actions that only an Admin can perform.

• Desktop
• Mobile

Features for HR Admins in desktop
View all Employee Management reports	As an HR Admin, you can access all Employee Management reports.
Onboard & Manage
Access all Employee Management settings	Under Settings > Employee Management, you are able to: ▶︎ Create and manage company entities ▶︎ Create and manage employee profile templates ▶︎ Create and manage document templates (for e-signatures) ▶︎ Create and manage onboarding workflows
Create employee profiles	Add your existing or new employees to onboard them and/or make them visible in the People Directory and org chart. ▶︎ Creating an employee profile ▶︎ Importing employees from CSV
View and edit all employee profiles	View all employees (draft, active, inactive) and edit their profiles (including file uploads to profiles). ▶︎ Actions for employee profiles ▶︎ Uploading files to an employee profile ▶︎ Schedule employee field updates
Review employee profile updates	You may be requested to approve profile changes that employees/managers action. ▶︎ Employee profile change requests
Start, edit, stop and track onboarding	You will have access to all actions related to onboarding. ▶︎ How do I onboard an employee? ▶︎ Onboarding dashboard overview
Offboard or rehire an employee	You will have access to all actions related to offboarding or rehiring an employee. ▶︎ Employee Offboarding ▶︎ Rehire an offboarded employee
Access and manage all company folders and files	Organize your company folders/files and choose who will have access to them (custom access criteria). ▶︎ Accessing and managing company files
Request e-signatures and track their progress	Assign an e-signature document to an employee and request that the signers involved in the document template sign it as well. ▶︎ Requesting e-signatures from employees View stats for each signature request. ▶︎ Tracking e-signature progress
Invite new members	❗You need to be a Super Admin (“All access” permission for both Employee Management and Recruiting) to invite new members. ▶︎ Inviting new employees to Workable
Time off
Access all Time-off related settings	Under Settings > Employee Management, you can: ▶︎ Create and manage work schedules ▶︎ Create and manage holiday calendars ▶︎ Create and manage time-off types and policies and time-off approval flows
Assign time-off policies to employees	Assign time-off policies to employees manually or in bulk via a CSV file.
Edit time-off balance for employees	Update employees' time-off balances manually or in bulk via a CSV file.
Request/cancel time off	You can request and cancel time-off requests for all employees.  ▶︎ Request time off ▶︎ Cancel time-off requests
Approve/reject time-off requests	You may be requested to approve time-off requests. If needed, you can even approve on behalf of another employee. ▶︎ Approve/reject time-off requests

Features for HR Admins in mobile
Receive push notifications	Receive push notifications for pending items that need your attention like time-off request reviews or profile update reviews from employees. ▶︎ Notification preferences
Onboard & Manage
Access all employee profiles	You can easily access your company directory (under the Employees section) and view all employee profiles (draft, active, inactive).  ▶︎ People Directory
Review profile changes	You may be requested to review profile changes that employees/managers action. ▶︎ Employee profile change requests
Time off
Approve/reject time-off requests	As an HR Admin, you may be requested to review and approve time-off requests for employees. ▶︎ Approve/reject time-off requests

 

Highlighted content

If you are involved in the recruiting process in Workable, you can get started by selecting one of our recruiting user guides based on your access rights.