Frequently Asked Questions
People & Members
Can I add someone without sending them an invitation?
Yes. Adding a person and inviting them are two separate steps. You can add someone, set up their contract and leave policies, and invite them whenever you're ready — or never, if they only need to exist in your records.
What happens to a person's data if I deactivate them?
Nothing is deleted. All their information — profile, contracts, leave history — stays in the system. They just can't log in. You can reactivate them at any time.
Can a person have two profiles?
No. Each person is identified by their email address. If you try to add someone with an email that already exists in the workspace, WORKloom will prevent the duplicate. If you have a situation with multiple email addresses for one person, use one and add the other as a note.
Contracts
Do I need a contract for every person?
No. Contracts are optional. A person can exist in your workspace without one. That said, contracts unlock certain features — like leave accrual tied to a start date — so they're worth adding when relevant.
Can I attach documents to a contract?
This depends on your workspace setup. Check with your admin to see if file attachments are enabled.
What happens when a contract expires?
The contract status changes to Expired automatically. The person isn't deactivated — they remain a member unless you deactivate them manually. Expired contracts show up in the Contract Alerts widget so you can take action.
Leave
What if someone doesn't have enough leave balance?
WORKloom will flag the request as going into a negative balance (depending on your workspace policy). Whether this is allowed or blocked depends on how your admin has configured things. When in doubt, check with your admin.
Can leave be taken in half days?
This depends on your leave policy configuration. If your workspace supports it, you'll see an option for partial days when submitting a request.
Who can approve leave?
Anyone with a manager or admin role in your workspace. Your admin can configure exactly who approves whose requests.
Workspace & Access
Can someone be in more than one workspace?
Yes. A single WORKloom account can belong to multiple workspaces. Each workspace is independent — separate people, contracts, and settings.
How do I become an admin?
Admins are set by other admins. If you need elevated permissions, ask your current workspace admin to update your role.
Is there a limit on how many people I can add?
This depends on your subscription plan. Check your workspace settings or contact support for details.
Recruitment & Hiring
How do I start hiring for a position?
Go to Recruitment → Open Positions and create a new position. Give it a title, optionally assign a department and hiring manager, and define the scorecard fields you want interviewers to evaluate. Once a position is open, you can add candidates to it.
How do I invite someone to an interview?
Open the position, open the candidate's application, and send an interview invitation. You'll enter the interviewer's name and email — they receive a link to a structured feedback form that doesn't require a WORKloom login.
Can interviewers submit feedback without a WORKloom account?
Yes. Interview invitations generate a unique link that works without login. The interviewer clicks the link, fills in their ratings and notes, and submits. The feedback is recorded against the candidate's application automatically.
Where do I see all interview feedback for a candidate?
Open the position, then open the candidate's application. All submitted feedback from interviewers is collected there in a scorecard view.
What's the difference between a candidate and a regular person?
Both are stored in People, but a candidate is someone who hasn't joined your team yet. They can be added to your system before hiring — storing their resume, skills, and application details — without being a member of your workspace. Once hired, they can be converted to a member.
Can I share a candidate's scorecard with someone outside WORKloom?
Yes. From the candidate's scorecard view, you can generate a shareable link. Anyone with that link can view the aggregated feedback without needing a WORKloom account.
Something else?
If your question isn't answered here, reach out to your workspace admin or contact WORKloom support.