How to set up RePloyee for your company

To set up RePloyee, open it from the app menu of the Vieolo web app in a business workspace, give the members who will manage employee documents the RePloyee permissions, and then create your roles and requirements before adding employees. Starting with roles and requirements means every employee you add immediately gets a complete checklist.

Open RePloyee

RePloyee runs inside the Vieolo web app.

1. Sign in to Vieolo on the web and select a business workspace.
2. Open the app menu and select "RePloyee".
3. RePloyee opens on its "Overview" tab. The other tabs are "Employees", "Roles", and "Requirements".

If you don't see "RePloyee" in the app menu, check two things. First, RePloyee is only available in business workspaces; it is not offered in personal workspaces, and a workspace type cannot be changed after the workspace is created. Second, you need permission to view employees. The owner of the workspace always has access.

Give your team access

As the owner, you have every RePloyee permission. Other members only get access to RePloyee when you grant it to them. You manage this in the permission manager of the workspace, the same way as for the other modules. See Manage the permissions of your workspace members.

The RePloyee permissions are grouped into three areas:

• Employees: view, add, edit, and delete employees. Editing also covers deactivating and activating employees, adding exemptions, and asking an employee for a document directly.
• Roles and requirements: view, add, edit, and delete roles and requirements.
• Employee documents: view, add, edit, and delete the documents filed for employees.

Besides permissions, each member has an employee access level from 1 to 3. Every employee has a sensitivity level from 1 to 3, and a member only sees the employees whose sensitivity level is at or below the member's access level. Use this to keep, for example, the documents of management visible only to HR. See Access and sensitivity levels.

Check your plan

RePloyee is included in every Vieolo plan, including the free plan. The number of employees you can keep depends on the plan of the workspace owner and is counted across all workspaces they own. Deactivated employees still count toward the limit, while deleted employees do not. You can compare the plans on the pricing page and read more in Plans and usage.

Recommended setup order

You can set things up in any order, but the following order saves you the most work:

1. Add the preset roles you need. If your company employs truck drivers in the Netherlands or Germany, start by adding the matching preset roles in the "Roles" tab. They bring their requirements with them. See Presets.
2. Create your own roles. Add a role for each job or task that comes with its own documents, such as "Office employee" or "Forklift operator". See Roles.
3. Create your requirements. In the "Requirements" tab, add each type of document your company keeps, decide whether it expires, choose the notice days, and attach it to the roles that need it as required or optional. See Requirements.
4. Add your employees. In the "Employees" tab, add each employee and select their roles. Their checklist is built automatically. See Employees.
5. File the documents. Open each employee and add the documents you already have. Anything still missing shows up immediately. See Employee documents.
6. Choose who gets notified. Under "Notifications" in the workspace settings, choose which members receive the daily notification email, which includes the RePloyee alerts. See Workspace notifications.

Related guides

• RePloyee
• The RePloyee overview
• Presets
• Personal vs. business workspaces