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HR & Org
195 articles
Performance Reviews
29 articles
Org & Permissions
25 articles
Employee Lifecycle
41 articles
People Analytics
18 articles
Document Requests
14 articles
Learning & Training
21 articles
Health & Wellness
22 articles
My Number
10 articles
Foreign Workers
15 articles
Quick access
Can't complete a lesson / "Couldn't display this lesson" (reference code) appears
Causes and fixes when completing a lesson (e.g. after passing the quiz) shows an error screen or a reference code.
Creating & Publishing e-Learning Courses
How to create courses with lessons and quizzes in WorkVell's built-in LMS and assign them to employees.
Training History & Completion Certificates
How to view training history and download completion certificates.
How to Take an eLearning Course (Employee Guide)
Enroll in and complete assigned eLearning courses to receive a completion certificate.
Recording External Training and Seminars
Log attendance at external seminars and training programs, including expense reimbursement.
Setting Mandatory Training and Tracking Completion
Assign mandatory courses to specific roles or all employees, set deadlines, and monitor completion rates.
External Training Requests and Expense Reimbursement
Apply for external seminars and certifications, get approval, and link to expense reimbursement after completion.
External Training Records and Cost Management
WorkVell lets HR track external training attendance, expenses, and outcomes โ and manage training budgets and reimbursement flows.
Accessing E-Learning Courses
Browse and complete assigned or optional e-learning courses in the learning portal.
Certification Expiry Alerts
Set up automatic reminders for certification and license expiry dates.
Skills and Certification Management
How to register employee skills and track certification expiry dates in WorkVell.
Training Completion Tracking and Records
How to track employee training completion and maintain records.
Training Program Design and Distribution
How to design and distribute training programs to target employees.
Compliance Training Management
How to manage mandatory compliance training like anti-harassment and information security.
How to Take e-Learning Courses (Employees)
How employees access and complete e-learning courses in WorkVell.
Creating and Distributing Training Courses (Admin)
How admins create training content and distribute it to employees.
OJT Program Design and Management
How to design and track OJT (on-the-job training) programs in WorkVell.
External Training and Seminar Expense Claims
How to request approval for external training and claim expenses.
Skill Map and Competency Matrix Management
How to create and manage skill maps to visualize team capabilities.
Managing Professional Certification Support Programs
How to manage employee support for professional certification.
HR Analytics Dashboard Overview
Overview of metrics available in the WorkVell HR analytics dashboard.
Reading Turnover and Retention Rate Reports
How turnover and retention rates are calculated and used in WorkVell reports.
People Analytics for Work Hours
Using people analytics to identify overwork patterns by department and individual.
Using Personnel Cost Analysis Reports
How to visualize and analyze personnel costs for management decisions.
Recruitment Cost Analysis Reports
How to analyze recruitment costs including job boards, agencies, and interview time.
HR Portfolio Analysis
Analyzing skill distribution, experience, age, and tenure for HR portfolio management.
External Salary Benchmark Analysis
How to benchmark your company's salary levels against industry and role standards.
Recruitment Channel Effectiveness Analysis
Analyzing which recruitment channels deliver the best cost-per-hire and quality.
Visualizing the True Cost of Turnover
How to estimate the full cost of employee turnover including recruiting, training, and lost productivity.
Succession Planning Analytics
How to identify and develop succession candidates for key roles in WorkVell.
What is People Analytics
An admin feature that centralizes talent insights: Flight Risk, Succession Planning, and ONA (Organizational Network Analysis).
Flight Risk (Turnover Risk)
Records how likely an employee is to leave soon, as a 0โ100% score and a level (low / medium / high / critical).
Succession Planning
Plan ahead for key roles by recording successor candidates and their readiness to step in.
ONA (Organizational Network Analysis)
Records who works with whom, and how, on a monthly basis to visualize collaboration in the organization.
Document Management Overview
Manage document distribution, collection, and approval in one place. Admins send requests; employees submit or acknowledge electronically.
Admin: Setting Up Document Categories & Types
Before sending requests, set up categories and document types, including approval flow and e-signature requirements.
Admin: How to Send a Document Request
Send document requests by selecting target employees, document type, and due date. Bulk sending to multiple employees is supported.
Admin: Reviewing, Approving & Rejecting Submissions
When an employee submits a document, its status becomes 'Submitted.' Admins review the content, then approve or reject.
Employee: Receiving & Submitting Documents
When an admin sends a document request, you receive a notification. Check your inbox, acknowledge distributed documents, or upload and submit collected documents.
E-Signature & Acknowledgment Levels
Three e-sign levels are available per document type. Use 'evidence' for legally significant documents, 'ack' for simple read-confirmation.
Creating Document Templates
How admins create document templates for distribution and collection.
Bulk Document Distribution and Target Configuration
How to distribute documents to large groups and filter recipients.
Document Signing Flow with Electronic Signatures
How to execute documents like employment contracts using electronic signatures.
Document Approval Workflow Configuration
How to add approval steps to document submission workflows.
Document Version Management
How to manage document versions for regularly revised policies like work rules.
Digital Collection of Onboarding Documents with E-Signatures
How to collect onboarding documents digitally with e-signature support.
Offboarding Document Management and Delivery Checklist
Checklist for creating, delivering, and collecting documents during employee offboarding.
My Number Overview
What My Number is and how it is used in HR and payroll.
Collecting My Number with Identity Verification
How to securely collect My Numbers from employees with proper identity verification.
My Number Notation Rules on Withholding Tax Certificates
Rules for including My Number on withholding tax certificates.
Precautions for Cloud-Based My Number Management
Security requirements for storing My Number data in cloud services.
My Number Disposal Procedures
How to dispose of unnecessary My Number data and maintain disposal records.
Renewing the Digital Certificate on My Number Cards
My Number card digital certificate renewal procedures and expiry.
Basic Rules for Hiring Foreign Workers
Key requirements for hiring foreign nationals: visa status and notification duties.
Types of Residence Status and Work Restrictions
Summary of major residence statuses and their work restrictions.
Setting Residence Status Expiry Alerts
How to configure alerts for upcoming residence status expiry dates.
Payroll Considerations for Foreign Workers
Tax and social insurance considerations when calculating pay for foreign nationals.
Managing Technical Intern Trainees
Key management points specific to technical intern trainees.
Managing Specified Skilled Workers
Procedures and management requirements for hiring specified skilled workers.
Withholding Tax and Year-End Adjustment for Foreign Nationals
Income tax withholding rules for foreign nationals based on residency status.
Receiving EPA Nurses and Certified Care Workers
Employment management for foreign care worker and nurse candidates under EPA.
Japanese Language Support for Foreign Employees
How to provide language support for foreign employees in WorkVell.
Prohibited Practices in Hiring Foreign Nationals
Prohibited practices when employing foreign nationals.
Managing Employment Under Specified Skills Visa (1 and 2)
Employer obligations for workers holding the Specified Skills (Tokutei Ginou) visa.
Transition from Technical Intern Training to Specified Skills
Requirements and procedures for transitioning from technical intern training to specified skills status.
Visa Expiry Alerts and Renewal Guidance
How to manage visa expiry dates and configure renewal alerts.
Foreign Employee Reporting and Work Visa Types
Employment notification requirements and work authorization scope by visa type for foreign workers.
Trainee to Specified Skills Worker System Transition (2024 Reform)
How the 2024 reform abolishing the Technical Intern Training system affects employees and what replaces it.
Understanding Roles vs Job Titles vs Permission Levels
WorkVell uses three distinct concepts: system roles, job titles, and permission levels. Learn how they differ.
Organization & Access Control
WorkVell manages access through 4 permission levels: System Admin, HR Admin, Manager, and Employee.
Creating and Managing Departments and Teams
Structure your organization (HQ โ division โ department โ team) in WorkVell.
What is Position management? Basics & usage
How positions define rank, grade, pay range, and authority, and how to use the position list.
Customizing and Assigning Permission Roles
Create custom roles with granular permissions and assign them to employees.
Setting Up Concurrent Positions
Assign employees to multiple departments or roles simultaneously with workload split.
Create a position (field-by-field guide)
Meaning and tips for each field on the new-position form: level, grade, job family, ISCO/FLSA, pay, approval authority, requirements.
Configuring Approvers
How to set who can approve each request type. Delegate approval is in preparation.
Building a Skill Map and Assigning Skills to Employees
Create a structured skills taxonomy and track each employee's skills and proficiency levels.
Configuring Positions & Job Titles
How to define company-specific job titles and link them to permissions, pay scales, and review templates.
Skill Map & Competency Management
Visualize employee skills to support development planning, hiring decisions, and role assignments.
Recording Employee Transfers and Managing Work History
Log department and role changes, and view full employment history (transfer log) for each employee.
Difference between roles and positions in WorkVell
Explains the difference between roles (permission levels) and positions (job titles) in WorkVell.
Understanding role permission levels
How role levels work in WorkVell and what values to assign.
Understanding position fields: grade, level, code, job family
Explanation of position management fields including grade, level, code, and job family.
New Employee Onboarding Checklist
All the HR tasks to complete in the first day and first week for a new hire, from social insurance enrollment to WorkVell account setup.
Viewing Org Chart and Requesting a Transfer
Browse the org chart to see teams and departments, and submit an internal transfer request.
Team Management: Creating Teams and Setting Permissions
How to create teams and set access permissions for team members in WorkVell.
Benefits Management: Registering and Distributing Benefits
How to register employee benefits and manage distribution in WorkVell.
Employee Badge Issuance and Return
Request a new employee badge or submit a return request when leaving the company.
Delegating Authority to Department Heads
How to delegate specific admin functions to department heads and team leaders.
Configuration Changes During Organizational Restructuring
Steps to update WorkVell configuration during departmental reorganization.
Department Merger and Dissolution
Procedures for merging or dissolving departments during organizational restructuring.
Headcount Planning and Quota Management
How to plan and manage department headcount quotas and actuals.
Creating and Distributing Transfer Orders
How to create and electronically distribute transfer order documents.
Performance Review Flow
WorkVell's performance review follows 4 steps: goal-setting โ mid-term check-in โ final evaluation โ feedback session.
Applying Evaluation Results to Salary Increases and Promotions
Automatically propose salary raises based on evaluation outcomes using grade-based raise tables.
Setting and Tracking OKR/MBO Goals
Set individual, team, and company OKR or MBO goals and track progress each quarter.
Evaluation Calibration and Distribution Management
Align evaluation standards across departments and enforce rating distribution limits.
Running a 360-Degree Review
How to set up and run a 360-degree review that collects feedback from managers, peers, and direct reports.
Goal Management: OKR & MBO
How to set and track individual and team goals using WorkVell's OKR/MBO module.
360-Degree Evaluation (Multi-Rater Feedback)
Design and run a 360-degree feedback process where peers, direct reports, and managers all provide ratings.
MBO (Management by Objectives) Setup and Progress Tracking
Run goal-setting and end-of-period performance evaluations through WorkVell from target input to final score.
Performance Feedback Meeting Support
Use WorkVell to prepare agendas, record notes, and track follow-up actions for evaluation feedback meetings.
360-Degree Feedback: Setup and Execution
How to set up and run 360-degree feedback assessments in WorkVell.
Career Goals and Growth Plans
How to set up career goals and individual development plans in WorkVell.
Succession Planning: Identifying and Developing Next Leaders
How to identify and develop successor candidates for key positions in WorkVell.
MBO Goal Setting and Evaluation
The MBO cycle from goal setting through evaluation and feedback.
Setting Up Competency-Based Evaluation
How to design and configure competency-based evaluations in WorkVell.
Grade System and Promotion/Demotion Management
Designing a grade system and processing promotions and demotions in WorkVell.
Recording Evidence for Performance Reviews
How to record performance review conversations and agreements in WorkVell.
Designing Evaluation Scales (S/A/B/C/D System)
How to design evaluation rating scales with clear behavioral descriptions.
Best Practices for Feedback Interviews
Key practices for running effective post-evaluation feedback interviews.
OKR (Objectives and Key Results) Management
How to set, track, and manage OKRs in WorkVell.
Setting Goals Using MBO Framework
How to use the MBO (Management by Objectives) goal-setting and review cycle.
Mid-Period Goal Modification Procedures
How to modify goals during the evaluation period and get manager approval.
Designing Competency Evaluations
How to integrate competency-based criteria into performance evaluations.
Building a Feedback Culture with Real-Time Feedback
How to set up real-time continuous feedback loops outside the formal review cycle.
Designing a Job Grade System
How to design a job grading system and register grade definitions in WorkVell.
Salary Increase and Decrease Approval Flow
The approval workflow for salary increases and decreases, from decision to payroll update.
WorkVell as the System of Record for HR Data
How to operate WorkVell as the single source of truth (SSOT) for all HR data.
1-on-1 Meeting Records: How to Use WorkVell
WorkVell lets managers and employees record 1-on-1 meeting notes, track action items, and review history over time.
OKR vs MBO: What is the Difference?
OKR (Objectives and Key Results) and MBO (Management by Objectives) are both goal management frameworks โ but they differ in purpose, cadence, and how they connect to pay.
Automated Onboarding & Offboarding
Set a hire or termination date and WorkVell automatically activates or deactivates the account.
Updating Employee Information
How employees and admins update personal information, and how to audit the change history.
Onboarding Task Management
Automatically assign onboarding task lists to new hires to ensure no step is missed.
Managing Certifications & Licenses
How to register employee certifications and licenses, track expiry dates, and set renewal alerts.
Onboarding Checklist: Setting Up New Employees in WorkVell
A step-by-step checklist for HR to set up a new employee in WorkVell: from creating the employee profile to granting system access and setting up their first payroll.
Return to Work After Parental Leave
Process the return from maternity/paternity leave and configure reduced working hours if applicable.
Internal Transfer Request and Processing
Apply for and approve personnel transfers including department moves, promotions, and relocations.
Managing the Offboarding Checklist
Track all exit tasks across HR, IT, and admin teams using an automated offboarding checklist.
Employment Types and How to Configure Them
Manage full-time, contract, part-time, and other employment types with different settings.
Managing Fixed-Term Contract Renewals and Non-Renewals
Track approaching contract expirations and process renewals or terminations.
Setting Up Probationary Periods and Converting to Permanent Employment
Configure probationary terms for new hires and process the formal employment conversion.
Commuting Allowance Commuter Pass Check and Renewal
How to manage commuter pass renewal timing and commuting allowance updates.
Special Leave (Celebratory and Bereavement) Application
Apply for special paid leave for events like marriage, bereavement, or a spouse giving birth.
Recruitment Management: Job Postings and Applicant Tracking
How to create job postings and manage applicants in WorkVell Recruitment.
Onboarding: New Employee Setup and Task Management
How to set up and manage the onboarding process for new employees in WorkVell.
Employment Contracts: Digital Creation and Signature
How to create employment contracts and collect electronic signatures in WorkVell.
Resignation and Offboarding Procedures
How to manage employee resignation and offboarding in WorkVell.
Resignation and Offboarding Procedures in WorkVell
When an employee resigns, HR must complete a series of steps in WorkVell โ from setting the resignation date to revoking system access and processing final pay.
Digitizing Offer Holder Onboarding
Managing offer holder follow-up from acceptance to start date using WorkVell.
New Employee Orientation Checklist
Checklist of items to complete during new employee orientation on day one.
Personnel Transfer Procedures
Procedures for internal personnel transfers and department changes.
Mandatory Retirement Age and Re-employment
Mandatory retirement at 60 and obligation to continue employment until 65.
Managing Condolence and Congratulatory Payments
How to manage condolence and congratulatory payments for life events.
Payroll Deduction for Employee Stock Plan and Savings
How to configure and manage payroll deductions for employee stock plans and savings programs.
Special Rules for Executive and Manager Work Hour Management
Labor hour regulations exemptions for executives and managers.
Conducting and Documenting Harassment Training
Legal requirements and documentation for mandatory harassment prevention training.
Designing Reduced Work Hour Programs for Childcare
How to configure short-time work arrangements for employees with children under 3.
Managing Condolence and Celebration Allowances
How to manage payment of celebration and condolence allowances for life events.
Promoting Paternity Leave Uptake
How to design programs and use WorkVell to increase paternity leave uptake.
Designing Flexible Benefits (Cafeteria Plan)
How to design a cafeteria plan that lets employees choose their benefits.
Deciding Full Employment After Probation for Mid-Career Hires
How to evaluate mid-career hires at the end of their probation period.
Managing Employee Side Jobs and Second Jobs
How to manage employee side jobs with a reporting system and work rule compliance.
Medical Interview Guidance for High-Stress Employees After Stress Check
Procedures for conducting medical interviews with high-stress employees after a stress check.
Designing a Post-Retirement Rehire Program
Legal requirements and WorkVell setup for post-retirement re-employment programs.
Supporting Employees with Long-Term Illnesses (Cancer, Intractable Diseases)
How to support employees needing long-term treatment while maintaining employment.
Procedures for Handling an Employee Death
Payroll and social insurance procedures when an employee dies while still employed.
Setting Up and Managing an Employee Stock Ownership Plan
How to establish and manage an Employee Stock Ownership Plan (ESOP) and link it to WorkVell payroll.
Managing Foreign National Employees (Residence Status)
WorkVell helps HR teams record residence permit types, expiry dates, and receive alerts when permits are nearing expiration.
Stress Check Results: Usage and Medical Interview Guidance
Stress checks are mandatory for companies with 50 or more employees. Learn how to use results appropriately.
Conducting Statutory Stress Checks
How to conduct the mandatory annual stress check required for workplaces with 50+ employees.
Managing Health Checkup Records
How to log health checkup results and manage any work restrictions resulting from the examination.
Occupational Health Interviews for Long-Hour Workers
Identify employees who must be offered occupational health interviews and record interview results.
Group Analysis of Stress Check Results
Analyze stress check results at department level and use the findings to improve workplace conditions.
Viewing Your Stress Check Results
Access your personal stress check (ในใใฌในใใงใใฏ) results and request a doctor consultation if needed.
Health Checkup Management: Planning and Recording Results
How to plan annual health checkups and record results in WorkVell.
Scheduling Your Health Checkup
Book your annual company health checkup through the employee portal or linked scheduling system.
Stress Check: Implementation and Group Analysis
How to implement the legally required stress check program in WorkVell.
HACCP Food Safety Record Management
How to record HACCP food safety management data in WorkVell.
Diversity and Inclusion Metrics Management
How to track diversity and inclusion metrics in WorkVell.
Identified as High-Stress in the Stress Check
Being flagged as high-stress doesn't lead to dismissal or disadvantage. A physician consultation is voluntary but recommended.
Types of Health Checkups & Legal Requirements
Annual periodic health checkups are legally required. Specific checkups (metabolic syndrome) apply to ages 40โ74.
Occupational Physician Consultation Requirements
Who requires occupational physician consultations and how to arrange them.
Health and Productivity Management with WorkVell
Using WorkVell to support health and productivity management certification.
Return-to-Work Support for Mental Health Leave
Supporting employees returning from long-term mental health leave.
Smoking Cessation and Health Promotion Programs
Managing smoking cessation and wellness programs through WorkVell.
Annual Health Checkup Planning and Encouragement
How to plan annual health checkups and encourage employees to attend.
Mental Health Support Systems at Work
How to implement workplace mental health programs using the three-tier prevention model.
Coordinating with Occupational Physicians
How to coordinate with occupational physicians in workplaces with 50+ employees.
Using Industrial Counselors
How to leverage industrial counselors and EAP services for employee mental health support.
Health Management Under Flexible and Discretionary Work Systems
Health monitoring approaches for employees on flextime or discretionary work systems.