Frequently Asked Questions about WorkVine

WorkVine is a platform in which organizations manage planning, HR processes and employee development in one system. From time registration and annual leave to sick leave, conversations and training: all components work together and share the same data. Managers manage processes, employees arrange their affairs via the app and HR maintains a central overview. The platform is based on Dutch practice, including GDPR and support for the Dutch Wet verbetering poortwachter (WvP).

HR software supports organizations with employee processes such as time registration, annual leave, sick leave, and employee records. Instead of using separate tools, data is recorded and reused centrally, reducing duplicate work and errors. For Dutch organizations, the software should support processes governed by the GDPR and the Dutch Wet verbetering poortwachter (WvP).

WorkVine is used by organizations that want to structure their personnel processes and combine multiple processes in one system. Consider situations where time registration, annual leave, sick leave and planning are still spread across different tools or are maintained manually. The platform is suitable for both operational organizations and organizations with formal HR structures and compliance requirements. It is usually less suitable for very small teams without fixed processes.

WorkVine can also be used with smaller teams, but it works best when multiple processes come together, such as time registration, annual leave and sick leave. The platform is designed to grow with the organization. This means you don't have to change systems as you grow.

Many HR systems focus on one component, such as only planning or only employee records. WorkVine combines multiple processes in one system, so that data is directly connected. This means that information does not have to be manually transferred between systems. The result is one up-to-date overview of employees and processes.

Yes. WorkVine is completely cloud-based and works via the browser and via the employee app for iOS and Android. No installation is required and updates are made automatically. Users always work in the same current version. Data is stored and managed centrally.

Yes. You can request a demo that shows the platform based on your processes. You can see how different components such as time registration, sick leave and planning work together. The demo is intended to assess whether it suits your organization. Then you decide whether you want to start.

Yes. Employees use an app for iOS and Android or the web version to view their schedule, register hours, request annual leave and perform actions. Managers and HR mainly work via the browser. Notifications and actions can also be followed and processed on mobile devices.

Yes. The employee app is part of the platform. Employees can view their schedule, register hours, request annual leave, report availability and follow training courses. Sickness reports can also be submitted via the app. The app is available for iOS and Android.

Yes. It is possible to use your own employee app for iOS and Android with the name and logo of your organization. The functionality remains the same as the standard app, but the app is visually adapted to your organization. This is set up as an additional option in addition to the platform.

Employee scheduling software helps create schedules and manage employee availability. In WorkVine, planning is linked to other processes such as time registration, annual leave and sick leave. This means that deviations between planning and reality are immediately visible. You do not have to transfer data manually.

WorkVine costs €6 per employee per month, or €5 per employee per month for annual billing. All modules within the platform are included. No separate costs are charged per module.

HR software in the Netherlands costs on average between €5 and €20 per employee per month, depending on functionality and structure. Many systems work with separate modules, which can increase costs. With WorkVine, the most important features are included in one price.

No. You can start without implementation costs. The setup consists of adding employees, teams and basic settings. This can usually be set up quickly without an external implementation process.

No. You choose between monthly or annual invoicing. With monthly billing you can cancel per month. A lower price per employee applies for annual invoicing.

You only pay for active employees. Employees who are not active in the system are not included in the invoicing. This ensures that costs move with your organization.

Yes. Modules such as planning, time registration, annual leave, sick leave, employee records, conversations, training and communication are included. Integrations such as payroll processing can be set up additionally.

Invoicing is based on the number of active employees in the platform. This number is determined periodically and invoiced according to the chosen subscription type. You will receive a clear invoice for this.

The basic setup can usually be set up within one day. You start by adding employees, teams and basic settings. You can then start with the processes that are relevant to your organization, such as time registration, annual leave, sick leave or planning. Further configuration can be expanded step by step later.

Yes. Employee data, contract information and schedules can be imported from existing systems or spreadsheets. The possibilities depend on the quality and structure of the available data. This can be adjusted per situation.

No. The platform is designed so most users can work without extensive training. Employees use the app for daily actions, while managers work from a clear interface. Guidance is available for organizations that need support with configuration or workflows.

Yes. Employees can record hours, request annual leave, complete training, and confirm conversations themselves. This reduces manual work for HR and managers. Access can be configured through roles and permissions.

Yes. You can expand teams, locations and processes without switching systems. The structure of the platform remains the same, regardless of the size of the organization. This ensures that the system remains manageable during growth.

Yes. You can manage multiple teams, locations, and departments in one place. Access and visibility are controlled through roles and permissions. Managers only see their own teams, while HR retains a central overview.

Yes. The platform supports Dutch and English. Users can set their preferred language. This makes it suitable for organizations with international employees.

Yes. With the planning module you can create schedules per team, location or role. You can work with templates and recurring patterns. Employees see their schedule in the app and changes are processed immediately.

Yes. The platform includes a community for organizational updates and a chat function for direct communication. This keeps communication linked to work and teams. You don't have to use separate tools.

Yes. WorkVine supports the WvP process with milestones and alerts, including the problem analysis in week 6, the action plan in week 8, and evaluation points throughout the process. The system helps structure and record these steps, supporting a complete absence case record.

Yes. The training module supports courses with videos, documents, tests, and certificates. Employee progress is tracked centrally. Training can be assigned by team or role.

Yes. If enabled, employees register hours via the app or via a location-based time clock. These hours are linked to other processes and can be checked and approved. This forms the basis for reports.

Yes. HR documents such as contracts and attachments are managed within the employee record. Documents can be saved, shared and followed up. This ensures that documentation remains centrally available.

Yes. With the planning module you can create schedules per team, location or role. You can work with fixed work schedules and templates and adjust them where necessary. Employees see their schedule directly in the app and changes are implemented automatically. Planning is linked to processes such as annual leave and sick leave.

Workforce planning software helps organizations create schedules based on availability, contract hours, and staffing needs. Managers plan shifts, while employees immediately see their schedules and changes. Effective scheduling software accounts for annual leave and sick leave and identifies deviations. In WorkVine, scheduling connects with other processes so the schedule reflects current circumstances.

Yes. Employees can offer a service for takeover via the app. Colleagues can take over this service, after which the manager approves the change. After approval, the schedule is automatically updated. This reduces manual planning work for managers.

You can record work schedules and basic information for each employee in the employee profile. These are visible to managers via the colleague module and the work schedule overview. They use this as a reference when creating schedules. The system does not enforce automatic contract limits, but supports the creation of appropriate planning.

Yes. You can work with fixed work schedules and templates that you reuse for recurring schedules. This saves time when planning teams with stable work patterns. You adjust deviations manually on top of the template. This way you have a fixed base with room for changes.

Time registration is linked to the schedule. Planned hours provide the basis for each scheduled working day. If enabled, employees can clock in and out to record actual hours worked or adjust hours manually before review. When an employee is off sick or annual leave, the day is recorded accordingly rather than as hours worked. Managers approve hours by day, after which they are finalized for reporting and payroll.

Yes. Employees submit annual leave requests via the app and managers review them. Annual leave balance is automatically maintained and is visible to both employee and HR. Approved annual leave is immediately processed in other processes such as planning and reporting. This keeps the overview up to date.

Sickness reports are recorded with basic information such as the first day of absence and expected recovery date. The system supports case management, contact moments, and record keeping throughout the process. Employee absence is reflected in scheduling and reports, and all steps are recorded in the absence case record.

The employee reports sick via the app or the manager registers the sickness report in the system. The absence process then starts with the associated steps and deadlines. The first contact usually takes place within a week. All follow-up steps are monitored and made transparent to HR and the manager.

Yes. The system supports the WvP process with fixed milestones and alerts, including the problem analysis in week 6 and the action plan in week 8. Evaluation points are monitored and made visible, helping teams complete the process correctly and on time. All actions are recorded in the absence case record.

If mandatory steps in the WvP process are completed too late, the Dutch Employee Insurance Agency (UWV) can impose a wage sanction. This may require the employer to continue paying wages beyond the standard period. WorkVine flags approaching deadlines so teams can act on time. The system supports the process but does not replace legal advice.

An action plan is a mandatory part of the WvP process and must be drawn up by week 8. The document describes reintegration goals and agreements between the employer and employee. WorkVine supports this within the absence case record, where both parties can view and confirm the plan.

Medical information is recorded only to a limited extent in line with GDPR principles. Only necessary data, such as the first day of absence and expected recovery date, are recorded. Diagnoses and medical details are not stored. Access to absence cases can be configured through roles and permissions.

Conversations such as performance and assessment interviews are planned and recorded within processes. You can add questions, notes and summaries and have them confirmed by employees. All information is stored in the employee record. This creates a complete and traceable overview of the process.

A performance review is a two-sided conversation aimed at development and cooperation. No formal judgment is given. An assessment interview is a one-sided assessment by the manager based on pre-set criteria. In WorkVine you can record both types of conversations within HR processes.

Yes. After completing a conversation, the report can be shared with the employee via the system. The employee receives a notification and can view and confirm the report. The confirmation is recorded with a time stamp in the file. This ensures demonstrable recording of the conversation.

An improvement process is designed as an HR process with goals, discussions and action points. During the process you add notes, documents and progress. Employees have insight into their own journey via the app. All steps are recorded in the file.

Yes. HR documents such as contracts and attachments are managed within the employee record. You can create documents from templates, save and share them. The status and progress are transparent. This ensures central documentation.

Yes. Documents can be shared within WorkVine with employees for signature. The signature is recorded with a time stamp and linked to the document. This makes it visible when and by whom the document was confirmed. This enables digital processing of HR documents.

Yes. The training module supports courses with videos, documents, and tests. Employees complete training in the app, while progress is tracked centrally. Training can be assigned by team or role, and results are stored in the system.

Yes. You can create training courses with videos, documents, and tests without using external content. Training is managed within the platform and assigned to employees or teams, making it suitable for internal learning.

After completing a training course, a certificate can be saved in the system. You can set an expiration date after which the certificate expires. Employees may be reassigned to training. HR has insight into valid and expired certificates.

Yes. In the employee records module, you manage employees, teams, and roles. You can add or update employees and assign them to teams and locations. Roles and permissions determine which information each user can see.

Yes. The platform contains reports for hours and sick leave, among other things. You can apply filters to employees, teams, and date ranges. Reports provide insight into trends and totals. Data can be exported.

Yes. With the location app, employees can clock in and out at a fixed location. This app shows real-time attendance and hours worked. The data is linked to time registration and planning. This makes it suitable for locations such as shops or workplaces.

Yes. Company assets such as laptops and equipment can be registered and linked to employees. You can see which employee uses each item and its condition. Issuance and return are also recorded, providing a clear overview of use and management.

Yes. You can create vacancies, publish where this is set up, follow up applications per vacancy and manage candidate profiles. WorkVine supports talent pool usage when valid permission has been given, including interviews, feedback, documents, actions and transfer to onboarding.

Yes. You can create projects and assign tasks to employees or managers. Tasks have a status, deadline and person responsible. Progress is visible within the project overview. This helps in structuring work.

WorkVine AI supports searching, summarizing, and preparing information within your organization's configuration, permissions, and context. AI does not act independently or in the background: a user requests support, reviews the result, and decides what to do with it.

No. AI functionality is optional and can be enabled or disabled per organization. You decide where you use it.

No. Customer and employee data are not used to train external AI models. AI functionality operates within the organization's permissions, context, and configuration. Sensitive information is protected where necessary, and users remain responsible for reviewing the output.

The platform is designed with GDPR-conscious principles. Personal data is processed under a data processing agreement, and access is controlled through roles and permissions. Sensitive data is recorded only where necessary and for a specific purpose.

Data is stored in Google Cloud Platform (GCP) within the European region eur3 (Belgium and the Netherlands). Data therefore remains within the European Economic Area. Data is stored and transmitted encrypted using standard Google Cloud security mechanisms. The infrastructure is set up with automatic replication across multiple zones. In addition, daily backups are kept for 10 days and weekly backups for 98 days, so that data can be restored in the event of errors or disasters.

Yes. WorkVine is periodically tested through penetration testing according to recognized standards such as PTES and OWASP. Systems are examined for vulnerabilities, misconfigurations and possible attack paths. Findings are classified according to CVSS and followed up within the development process. This ensures that security risks are identified and resolved in a timely manner.

The customer remains the owner of the data. WorkVine processes this exclusively on behalf of the customer. This is recorded in a processing agreement.

Yes. Data can be exported for reporting, audits or migrations. The available exports depend on the modules and setup within your organization. Exports are carried out via reports or on request. Additional costs may be charged for specific wishes or additional exports.

Yes. Important actions are recorded so that it is visible who made changes and when. This supports control, accountability and auditability within HR processes.