Connecting ATS, HRIS, Payroll & Scheduling: the Folks × Evolia Integration

Why should you connect your HR tools?

Many HR teams juggle several systems every day: an ATS for hiring, an HRIS to centralize employee files, a tool for scheduling and time tracking, and then a payroll system. This multiplication of tools leads to double data entry, higher risk of errors, tracking difficulties, and significant time loss.

To avoid these drawbacks, there’s one solution: unify your HR ecosystem so you benefit from an all-in-one, efficient, fully integrated setup, such as the one offered by Folks and Evolia’s integration. Find out more in this article!

How does HR data flow between Folks and Evolia?

In short, the integration between Folks and Evolia follows the entire employee lifecycle: :

1. Hiring: Folks ATS centralizes the intake and management of applications from Indeed, Jobillico, LinkedIn, your Careers page, and more. Once the selection process is complete, the chosen hire is converted into an employee directly in Folks HR!
2. Employee file creation & updates: Key data automatically flows from your ATS to your HRIS: first and last name, contact details, personal information, work experience, and more. Folks becomes your HR source of truth and a goldmine of information accessible in a few clicks!
3. Operations & scheduling (Evolia): Employees that exist in Folks HR are pushed to Evolia for shift planning, as well as managing availability, replacements, clock-ins, timesheets, premiums, and overtime.
4. HR ↔ time synchronization: Evolia then sends approved leaves and absences back to Folks to feed time banks, HR KPIs, and dashboards.
5. Payroll management: Data in Evolia (hours worked, overtime, premiums, holidays, vacation to be paid) is pre-compiled and transferred directly into your payroll software (Folks Payroll).

On Folks’ side (ATS, HRIS, Payroll): a 360° employee file and automated HR processes

Access and experience

• SSO access (Microsoft/Google).
• A clear dashboard: birthdays, seniority, new hires and departures, current leaves, onboarding tasks to complete, pending requests, upcoming training/certification renewals, work accidents.

Employee profiles

• Personal/corporate data, job information, contact details, seniority (auto-calculated + recognized experience), and payroll data.
• Notes, documents (viewable without downloading—useful for Law 25 compliance), change history (salary, job titles, departments), incidents, disciplinary notes, absenteeism, and time banks (synchronized with Evolia).

Performance reviews

• Custom templates (criteria, scales, open questions, objectives), launched on fixed dates (annual) and post-hire (1–3 months/probation).
• Sharing with the employee and built-in approval (digital audit trail and logs).
• Results and filters to spot over- and under-performance (e.g., “exceeds expectations”), identify top talent, and development plans.

E-signatures & document management

• Beyond simple e-signatures, Folks generates your recurring documents: offer letters, confirmations of employment, benefits enrollment, salary increases, and more.
• Pre-place fields (from the employee file) and send in a few clicks, with automatic filing back into the HR record (no more manual sorting).

Training and certifications

• Capture training details (category, duration, costs, provider, participants, time slots).
• Automatic cost calculations.

HR KPIs and dashboards

• Demographics (generations, average age, gender distribution, full-time/part-time, etc.).
• Rates & trends: absenteeism, retention, days of absence/accidents, for example.
• Year-over-year comparisons and trend tooltips for data-driven HR.

Security & compliance

• SOC 2 Type II certification (Folks and Evolia), data hosted in Canada, Law 25 compliance.
• In-app document viewing (no local downloads), helping reduce data traces and strengthen security.

On Evolia’s side: smart planning, rules compliance, and budget control

Flexible scheduling

• Views from 1 to 4 weeks, group by role/team/location, filters, and multi-site management in a single account (with inter-site mobility controlled by permissions).
• In-context availability, preferences, and leaves, with qualifications and collective agreements taken into account.

There are three major accelerators for scheduling:

1. Fast creation (breaks, sub-location, tasks).
2. Reusable templates.
3. Recurrence (e.g., Mon–Fri 11 a.m.–5 p.m., alternating days, custom end date).

Automated replacements & invitations to shifts

• Convert a shift into a replacement and automatically invite qualified, available employees.
• Assignment rules you control (first-come, first-served, or prioritization by seniority, hours worked, etc.).
• Optional auto-assignment shortly before the shift if the manager hasn’t chosen.

Qualifications & compliance

• Track validity of certifications (start/expiry) and per-shift requirements (e.g., Class 4 license, CPR, lifeguard).
• An unqualified employee won’t be invited/assigned; alerts are raised if needed.

Labor budget & costs

• Hour/dollar budgets by team/location/activity, real-time indicators, and alerts at 80–90% of target.
• Red/green visual cues to anticipate overruns and protect margins.

Timesheets & payroll support

• A clear triptych: scheduled → clocked (punch) → worked (after rounding/rules).
• Configurable rounding, premiums, holidays, overtime (pay, bank, or configurable 50/50 split).
• Approvals and lock before transfer to payroll (direct connectors and formats adapted to the target system).

Synchronized leave & banks

• View balances (accrued, pre-approved, available), with a direct link to the schedule (shift converted to replacement/cancelled), and audit logs (who did what, when).
• Fixed and mobile time clocks (with location validation)
• Web terminal (PC/tablet) + mobile app (iOS/Android).
• One-time location check at punch-in (no continuous tracking). Configurable: geofencing tolerance, and justification required if outside the allowed area.

Key benefits: time savings, cost savings, and fewer errors!

Organizations typically see:

• ≈ 15 hours saved per pay period (scheduling + payroll preparation).

• Up to $30,000 in annual savings for a company of ~100 employees.

Beyond the numbers, the Folks–Evolia integration helps you:

• Eliminate double data entry and reduce errors;

• Accelerate onboarding, e-signatures, and performance reviews;

• Steer absenteeism, retention, and OHS with reliable KPIs;

• Enhance the employee experience (self-service, mobile apps, transparent banks, structured communication);

• Ensure compliance (Law 25, SOC 2 Type II, local hosting).

Bonus: Folks and Evolia both have implementation and support teams based in Canada to help configure integrations, train managers and employees, and accelerate adoption across your organization.

Ready to centralize your HR processes?