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Core Concepts

Before you dive in, it helps to know how Workloom thinks about a few key things. These terms come up everywhere.

Workspace​

Your workspace is your organization's home in Workloom. Everything — your people, contracts, leave policies, and settings — lives inside a workspace.

If you're part of multiple companies or teams, each one gets its own workspace.

Person vs. Member​

This is one of the most important concepts in Workloom.

Person​

A person is any human in your system.

This includes:

  • candidates (not hired yet)
  • team members (active or not)
  • past employees

Think of People as your master list.

You can:

  • store their details
  • attach contracts
  • prepare everything before they join

Member​

A member is a person who is part of your workspace team.

There are two states:

  • Active member
    → invited and accepted
    → can log in and use Workloom

  • Not active member
    → added to your team, but not invited yet
    → cannot log in

This is useful when:

  • preparing contracts before someone starts
  • adding someone now and inviting them later

Candidate​

A candidate is a person who is not part of your team (yet).

They are:

  • in your system
  • but not members
  • and not included in team operations

Use this stage for:

  • hiring pipelines
  • storing resumes
  • evaluating applicants

:::tip Key idea

Person = everyone
Member = part of your team
Candidate = not part of your team (yet)

A person can become:

  • candidate → member (when hired)
  • not active member → active member (when invited)

Invitation​

An invitation is how you turn a person into a member. You send an invite, they click the link, and they join your workspace.

You control when this happens — so you can do all your setup first.

Contract​

A contract in Workloom represents an agreement between your organization and a person. It stores key details like contract type, start/end dates, and terms.

One person can have multiple contracts over time (e.g., they started as a contractor, then became a full-time employee).

Leave​

Leave covers any type of time off — vacation, sick days, personal days, etc. Workloom tracks requests, approvals, and running balances per person.