Subscribing to a new service or application

Updated May 26, 2025

Before creating any account or signing up for any online work-related service, you should get management approval and security clearance.

Procedure

1. Log in to FolksHR
2. Click on the hand in the navigation menu (bottom left), then Expense Report.
3. Document the need and the choice of tool:
   • What is my need?
   • Proposed tool's name and purpose
   • How will the tool facilitate my work life?
   • Intended service level (if various offers)
   • Link to the privacy policy of the company

Your manager will evaluate the request and might require further approval, depending on cost of tool, available budget for the department, cross-team alignment, etc.

Your manager will check in with IT Manager to secure approval with the adequate level of analysis:

• What are other tools or suppliers that offer a similar service? (Compare their parameters, cost, pros and cons)
• Do we use similar tools already? Are there any better offers on the market?
• Is it compliant with our security and confidentiality policy?

We might do a little pilot to test this new service with a small number of users before proceeding with the purchase.

Changes to access/security clearances

Any change to your degree of access or level of security clearance with the tool or software must be shared with the IT Manager.

Note that you should also comply with the other policies in place if applicable (for example, all passwords need to be kept in you private password manager and all expenses need to be priorly approved).