WorkVine FAQs

WorkVine is a modular employee platform for managing scheduling, HR workflows, and employee development in one system. Time tracking, leave, sick leave, reviews, and training use connected employee data. Managers coordinate workflows, employees complete day-to-day tasks in the app, and HR maintains a central overview. The platform is designed for the Dutch context, with GDPR-conscious controls and workflow support for reintegration obligations under the Dutch Wet verbetering poortwachter (WvP).

HR software helps organizations manage employee processes such as time tracking, leave, sick leave, and employee records. Keeping this information in one system reduces duplicate data entry and avoidable errors. For organizations in the Netherlands, the software should also support GDPR-conscious working and the reintegration workflow required by the WvP.

WorkVine is designed for organizations that want to structure several employee processes in one system. It is especially relevant when scheduling, time tracking, leave, and sick leave are spread across separate tools or spreadsheets. It supports both operational teams and organizations with formal HR workflows or evidence requirements. Very small teams with few recurring processes may need a simpler solution.

WorkVine can support smaller teams, particularly when they need to manage several connected processes such as time tracking, leave, and sick leave. Teams can add locations, workflows, and employees as the organization grows without moving to a different system.

WorkVine connects scheduling, HR records, time tracking, leave, sick leave, training, documents, and communication around the same employee data. This reduces transfers between separate tools and gives HR, managers, and employees a consistent view of the processes relevant to them.

Yes. WorkVine is cloud-based and can be used in a web browser. Employees can also use the Employee App for iOS and Android. There is no local software to install, and platform updates are applied centrally so users work with the same version.

Yes. You can schedule a demo tailored to your organization's workflows. We can show how areas such as time tracking, sick leave, and scheduling connect, so you can assess whether WorkVine is a suitable fit before deciding.

Yes. Employees can use the iOS or Android app, or the web version, to view schedules, track hours, request leave, and complete assigned tasks. Managers and HR mainly use the browser-based Office App. Employees can also review notifications and complete relevant actions on mobile devices.

Yes. The Employee App is part of the platform. Employees can view schedules, track hours, request leave, submit availability, and complete training. If enabled by the organization, they can also report sick leave. The app is available for iOS and Android.

Yes. The Employee App for iOS and Android can carry your organization’s name and logo, with the same functionality as the standard app. A branded app costs €25 per app platform per month; iOS and Android are separate app platforms.

WorkVine costs €6 per active employee per month, or €5 per active employee per month when you pay for 12 months upfront. All platform modules are included. Activate only what your organization uses. All prices exclude VAT.

We help you get started. Standard implementation and initial guidance are included for a typical setup. If you need more extensive assistance, such as training your entire organization, we agree the approach and any additional costs with you in advance.

With monthly billing, you pay €6 per active employee per month and can cancel monthly. Pay for 12 months upfront and the rate is €5 per active employee per month. At the end of that period, you can pay for another 12 months upfront or switch to monthly billing at €6. If you leave earlier, the unused part of the prepaid period is non-refundable. All prices exclude VAT.

Help with using WorkVine is included. We work with a designated contact in your organization who gathers questions from users and handles routine settings and small changes internally. If you need more hands-on support, we'll agree on the arrangements with you.

Electronic signing starts at €1 per signature request, depending on volume. These usage charges are additional to your platform subscription. Prepare agreements in WorkVine and send them for electronic signature.

You pay only for active employees in the platform. Inactive employee accounts are not included in billing, so the cost reflects your active workforce.

Yes. WorkVine can arrange full payroll administration through specialist payroll partners. Your team checks the hours in WorkVine. Together, we agree which work the partner will handle and the associated costs. This service is separate from an API connection to your existing payroll software.

Payslips start at €3.90 each, per payroll run. This is the starting price for one payslip, not an all-inclusive payroll administration fee. Additional services are priced according to the agreed scope of work.

Yes. WorkVine can transfer approved hours without re-entry to any payroll package with the required API. Examples include Nmbrs, Loket.nl, AFAS, Exact Online Salaris, YouServe, Youforce, ADP and SD Worx. Your payroll administrator or accountant keeps working in their existing software. We agree the API access, hour types and data fields to fit your payroll process.

Yes. All platform modules are available with your subscription. Activate only what your organization uses to keep the interface clear. A branded app, partner payroll services and additional configuration or integrations are outside the platform subscription. WorkVine and partner courses have their own course terms.

Billing is based on the number of active employees in the platform and the selected monthly or annual subscription. The relevant employee count is determined periodically and shown on your invoice.

How quickly you can start depends on the required setup, data migration, and guidance. The initial setup covers employees, teams, permissions, and the workflows you want to use first. Additional modules and configuration can be introduced in stages.

Import options depend on the source system and the quality and structure of the available data. We review employee data, contract information, and schedules with you to determine what can be imported and what preparation is required.

Most users do not need extensive training. Employees use the app for day-to-day tasks, while managers work in the browser-based Office App. Guidance is available when an organization needs help with configuration or working practices.

Depending on their permissions, employees can track hours, request leave, complete training, and acknowledge review notes. This reduces manual administration for HR and managers. Roles and permissions determine which actions are available.

Yes. Add employees, teams, locations and processes without switching platforms. As your organization grows, you can adjust permissions and choose which modules people see to keep the system easy to use.

Yes. You can manage several teams, locations, and departments in one environment. Role-based permissions determine which information each user can access. For example, access can be limited to a manager's own teams while HR retains a wider overview.

Yes. The platform supports Dutch and English, and users can select their preferred language. This is useful for organizations with employees who use different languages.

Yes. Create schedules with an overview of contracted hours, availability, leave and sick leave. Start with work patterns and templates, then set the time and location for each shift. Employees see their current schedule in the Employee App. Planners can email a selected period of the schedule; changing a shift does not automatically send an email.

Yes. WorkVine includes a community for organization and team updates, plus chat for direct communication. These tools keep work-related messages close to the relevant teams and employee workflows and can reduce the need for separate communication tools.

Yes. An employee can offer a shift for a colleague to take in the app. A colleague can accept the shift, after which a manager reviews the change. Once approved, the schedule is updated. This reduces manual coordination for managers while keeping approval under their control.

Yes. Capacity Planning lets you define staffing needs, qualifications and supervision requirements for each location, workspace and work block. When assigning employees, you can see where staffing meets the requirements, needs attention or triggers a blocking issue. This helps you address gaps before work starts. Your organization sets the requirements and remains responsible for assessing them.

You can record each employee's work pattern and relevant employment details in their profile. Managers can use this information as a reference when creating schedules. WorkVine does not automatically enforce contracted-hour limits, so managers remain responsible for checking that a schedule is appropriate.

Yes. You can reuse work patterns and templates for recurring schedules. This provides a consistent starting point for teams with stable working patterns, while managers can adjust individual shifts when circumstances change.

Employees record their hours by clocking in, where enabled, or entering them manually. Managers check each day's hours against the schedule, leave and sick leave. If someone works part of a day and is off sick for the rest, these hours can be assigned to separate categories during approval. The approved hours are then used for reports and payroll preparation.

Yes. Employees submit leave requests in the app and managers review them. WorkVine updates the employee's leave balance and can reflect approved leave in scheduling and reporting, giving employees and HR a consistent view.

A sick leave report records essential details such as the first day of absence and expected return date. WorkVine supports case management with contact records, actions, deadlines, and a structured case file. Relevant absence information can also be reflected in scheduling and reporting.

The employee can report sick leave in the app if the organization has enabled this, or a manager can record it. WorkVine then starts the configured sick leave workflow and shows the relevant actions and deadlines to HR and the manager. The first contact point is typically scheduled within the first week.

Yes. WorkVine supports the WvP workflow with milestones and alerts, including the problem analysis in week 6, the action plan in week 8, and later evaluation points. It helps HR and managers track required actions and keep a structured sick leave case file. The organization remains responsible for the process and legal compliance.

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.

The action plan is a required part of the Dutch WvP process and is due by week 8. It records the reintegration goals and agreements made by the employer and employee. WorkVine supports recording the plan in the sick leave case file, where both parties can review and acknowledge it.

Access to sick leave records is controlled through roles and permissions. WorkVine supports process information such as the first day of absence, contact records and follow-up actions. Diagnoses and medical details do not belong in this process record. The relevant colleagues can follow progress within their access rights.

Keep track of who's responsible for each review, what was agreed and what needs to happen next. Use personal development plans for shared goals, Performance Management for appraisals and Digital Forms for your existing HR forms. You can also organize coaching, improvement plans and internship supervision. Managers use the Office App; employees read, respond and acknowledge in the Employee App.

They agree development goals together and break them into milestones with dates and success criteria. At each milestone, they can chat and access related actions and documents. The employee uses the Employee App and the manager provides guidance from Office, keeping goals, progress and feedback together.

Yes. Performance Management includes a standard appraisal form with detailed questions, competencies, ratings and space for examples. Managers complete it in the Office App and share it with the employee, who can read, respond and acknowledge it in the Employee App. WorkVine can adapt the form to your roles and criteria. Confirming that an appraisal has been read does not automatically mean agreeing with every point.

Yes. Send us your existing form and questions, and explain how you'd like the process to work. We'll set up a reusable digital template and agree with you who fills it in, shares it and acknowledges it. Employee feedback and read acknowledgements stay with the form. We configure it for you; you don't need to use a form builder.

A development review is a two-way discussion about an employee's development, work, and collaboration, without a formal rating. A performance appraisal is a manager's formal assessment against agreed criteria. WorkVine can record both within structured HR workflows.

Yes. Once the notes are complete, they can be shared with the employee in WorkVine. The employee receives a notification and can review and acknowledge them. The acknowledgement is timestamped and stored with the employee record.

A performance improvement process can be set up as an HR workflow with goals, meetings, and actions. Managers can add notes, documents, and progress updates during the process. Employees can view the information made available to them in the app, while each step remains recorded in the employee record.

HR requests a document from the employee, who submits the details and file through a task in the Employee App. An Office App user then receives a task to review it. The document stays linked to the person responsible and the record of completion. To prepare and sign contracts, use the separate Employment Agreements module.

Yes. In Agreements, you prepare a document from a template, fill in employee details and review the content. You can then have it signed electronically through Scribble. PDF export and document status remain available with the same agreement. A read acknowledgement is a separate step, not an electronic signature.

Yes. Training & Development lets you offer courses with videos, documents, questions and assessments. Employees learn in the Employee App. HR and managers track participation, progress, results and certificates. Combine your own training with content from the WorkVine course catalog.

No. Choose from WorkVine content and courses from partner training providers, or create your own. Combine professional training with your own onboarding materials and working practices. Each catalog entry describes the course content, publisher, license and certification. Terms vary by course, and external content is not always included.

After an employee completes training, a certificate can be stored in WorkVine with an expiration date. HR can see which certificates are valid or expired and reassign training when renewal is required.

Yes. The employee records module lets you manage employees, teams, roles, and locations. Roles and permissions determine which records and actions each user can access.

Yes. Insights lets you run employee feedback surveys and review participation and results for each round. eNPS measures employees’ willingness to recommend the organization as an employer. Pulse and surveys let you explore specific topics. Read scores alongside response rates, answer distributions and previous rounds; the results provide a starting point for discussion and follow-up.

Yes. Office provides hours and sick leave reports with filters and export options. Training & Development shows participation, progress and learning outcomes. Insights contains eNPS, Pulse and survey results. Available widgets on the Office home screen bring daily actions and relevant figures together, within configured roles and permissions.

Yes. Employees can use the Location App to clock in and out at a fixed workplace. It shows current attendance and recorded hours, and connects this information with time tracking and scheduling.

Yes. Company assets such as laptops and equipment can be recorded and assigned to employees. You can track who has an item, its condition, and when it was issued or returned.

Yes. You can create job openings, publish them through configured channels, track applications by vacancy, and manage candidate profiles. Where valid consent has been recorded, candidates can be retained in a talent pool. Interviews, feedback, documents, actions, and the handover to onboarding can remain linked to the candidate.

Yes. You can create projects and assign tasks to employees or managers. Each task can have an owner, status, and deadline, while the project overview shows progress across the work.

WorkVine AI can help users search, summarize, and prepare information within their organization's configuration, permissions, and context. It does not act independently or in the background: a user requests assistance, reviews the result, and decides what happens next.

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

No. Customer and employee data is not used to train external AI models. AI features operate within the organization's permissions, context, and configuration. Sensitive information is masked where appropriate, and users remain responsible for reviewing the output.

WorkVine is designed with GDPR-conscious controls. Personal data is processed under a data processing agreement, access is managed through roles and permissions, and sensitive data should be recorded only when necessary for a defined purpose.

Yes. Customer and employee data within the WorkVine platform stays within an EU-only processing chain. This covers storage and processing by WorkVine and the relevant providers and subprocessors. Platform data is stored in Google Cloud Platform’s European eur3 region (Belgium and the Netherlands), with encryption at rest and in transit and replication across multiple zones. Daily backups are retained for 10 days and weekly backups for 98 days.

Yes. WorkVine underwent penetration testing in February 2026, and the test found no severe risks. Findings from security testing are assessed and addressed through the development process.

The customer retains control of its data. WorkVine processes it only on the customer's instructions under a data processing agreement.

Yes. Available exports depend on the modules and configuration used by your organization. Standard report data can be exported, while migration support, custom export requirements, or additional exports may be scoped and charged separately.

Yes. Critical actions are logged with the user and time of the change. This creates an audit trail that supports oversight and accountability in HR workflows.