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June 6, 2024
XX min read

How to Use Factorial: A Comprehensive Guide


Factorial is the all-in-one software that helps you manage time, talent, and documents in one centralized system. By leveraging Factorial, small and medium businesses (SMBs) can save time, eliminate mistakes, and drive towards success. The software provides a cloud-based HR solution designed to digitalize and optimize all manual processes, effectively rendering spreadsheets obsolete. Factorial automates, simplifies, and streamlines administrative processes, providing critical information and insights to help companies enhance management and reduce costs.

In the modern workplace, the ability to oversee and manage human resources efficiently is crucial. Factorial stands out as an essential tool, capable of transforming how businesses handle HR activities, from time management to document handling. This guide will walk you through the functionalities and benefits of Factorial, and demonstrate how it can revolutionize your HR operations.

Who is Factorial for

Factorial is designed specifically for small and medium businesses (SMBs). Ideal users include:

  • HR managers seeking to streamline HR processes.
  • Operations managers looking to optimize workforce management.
  • Company leaders aiming to reduce administrative costs and improve efficiency.
  • IT administrators focused on implementing efficient cloud-based systems.
  • Any business professional responsible for managing time, talent, or documents within an organization.

Key features

Time Management

Factorial's time management features ensure that tracking employee work hours, absences, and vacations is seamless and straightforward. Employees can log their hours, and the system can generate reports, making payroll management easier.

Features include:

  • Clock-in/out functionality
  • Absence and vacation tracking
  • Time-off approval workflows
  • Automated timesheets

Talent Management

Managing talent effectively is critical for any organization. Factorial provides comprehensive tools to handle recruitment, employee evaluations, and performance tracking.

Features include:

  • Applicant tracking system (ATS)
  • Employee evaluation and feedback modules
  • Skill and competency tracking
  • Career development planning

Document Management

Factorial’s document management features allow for the secure storage, sharing, and organization of all essential documents. The system ensures that important paperwork is never lost and can be accessed quickly when needed.

Features include:

  • Centralized document storage
  • Compliance tracking and management
  • Employee-specific document folders
  • Secure access controls

Payroll Management

Paying employees accurately and on time is vital. Factorial helps simplify payroll processing and ensures compliance with relevant laws and regulations.

Features include:

  • Payroll calculation and processing
  • Integration with accounting software
  • Automated tax deductions
  • Compliance reporting

Analytics and Reporting

Data-driven decisions are key to any successful HR strategy. Factorial offers robust analytics and reporting capabilities to provide insights into workforce efficiency and performance.

Features include:

  • Customizable dashboards
  • Detailed reports on HR metrics
  • Trend analysis
  • Predictive insights

Best use cases

Recruitment and Onboarding

Factorial excels in managing the recruitment process, from posting job ads to tracking applicants and onboarding new employees. The ATS helps HR departments efficiently manage candidate information and streamline hiring workflows.

Example: A tech startup can use Factorial to manage job applications, conduct interviews, and onboard new hires quickly, ensuring a smooth transition into their roles.

Performance Management

Factorial’s tools for employee evaluations and feedback can help businesses maintain high performance standards. The system facilitates regular feedback loops and performance appraisals.

Example: A marketing agency can utilize the performance management features to set and track employee goals, providing regular feedback and fostering professional growth.

Time & Attendance

Managing employee attendance and time-off requests becomes effortless with Factorial. The system provides accurate records and simplifies the approval processes.

Example: A retail chain can employ Factorial to track employee work hours, handle shift swaps, and manage vacation requests, ensuring smooth operations.

Document Compliance

For industries with stringent compliance requirements, Factorial’s document management can be invaluable. It ensures all necessary documents are stored securely and are easily accessible during audits.

Example: A healthcare provider can use Factorial to manage compliance documents, track certifications, and ensure that all employee records are up to date.

Getting started

  1. Sign Up: Visit the Factorial website and sign up for an account. You will need to provide basic information about your company and create administrator credentials.


  1. Setup Company Information: Enter your company details, including office locations, departments, and employee information. This setup will tailor Factorial to fit your organization’s structure.

  1. Invite Team Members: Invite your HR team and other relevant staff to join the platform. Provide them with their login credentials and initial training materials.

  1. Configure Settings: Adjust settings to match your company policies. This includes configuring time-off policies, approval workflows, and access controls for different roles.

  1. Import Data: If you are migrating from another system, use the import tools to bring over existing employee records, documents, and historical data.

  1. Start Using Features: Begin by setting up key features such as time tracking, applicant tracking, and document management. Train your employees on how to use the self-service portals for logging time, requesting time off, and accessing documents.

Tips and best practices

  • Regular Training: Regularly train your HR staff and employees on using Factorial to ensure everyone is comfortable with the system’s features.
  • Data Accuracy: Keep employee data and documents up to date to ensure accurate reporting and compliance.
  • Leverage Analytics: Use the analytics and reporting tools to gain insights into your HR operations and identify areas for improvement.
  • Customize Workflows: Tailor approval workflows and access controls to match your company’s specific needs, enhancing security and efficiency.
  • Integrate with Other Tools: Factorial can connect with other tools you use, ensuring seamless data transfer and consistency across platforms.

Integration with Guru

Factorial integrates seamlessly with Guru, leveraging Guru's AI search capabilities to enhance accessibility and usability.

How it Works

By integrating with Guru, Factorial users can benefit from Guru’s advanced AI search engine, which understands natural language and context. This makes finding specific information within Factorial's vast repository faster and more efficient.


  • Enhanced Search Functionality: Quickly find and retrieve documents, employee records, and other data stored in Factorial.
  • AI-Powered Insights: Leverage AI to provide relevant answers based on historical data and context, reducing time spent searching for information.
  • Unified Information Access: Guru serves as a single source of truth, ensuring that all users have access to the most up-to-date information within Factorial.


Factorial is a powerful HR software solution designed to optimize and digitalize HR processes for small and medium businesses. By managing time, talent, and documents in one centralized system, Factorial helps businesses save time, reduce errors, and enhance overall efficiency. The integration with Guru further augments these benefits by providing advanced AI search capabilities, ensuring all information is easily accessible and up-to-date.

We encourage you to explore the world of Factorial and see how it can transform your HR operations. Experience the synergy of Factorial with Guru’s AI search to achieve unparalleled productivity and efficiency in your workplace.

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