Employment Hero provides a default Workforce Planning Request Approval Workflow that automatically processes onboarding approvals and requisitions. This workflow ensures that:

• When an onboarding approval is submitted, it requires approval from Admins or Owners
• When an employee requisition is submitted, it requires approval from Admins or Owners

This default workflow is automatically active and cannot be edited or deleted, ensuring your workforce planning processes are always covered.

Use templates when you want a quick, guided setup for common approval scenarios. Templates provide pre-configured options and wizards that walk you through the setup process, making it easy to get started without needing to understand all the technical details.

To see the Default Workforce Planning Workflow:

1. Click the WorkFlows menu.
2. Click Workforce Planning.
3. Click the ... in the Workforce Planning Request Approval Workflow tile.
   
    

Use templates when you want a quick, guided setup for common approval scenarios. Templates provide pre-configured options and wizards that walk you through the setup process, making it easy to get started without needing to understand all the technical details.

1. Click the WorkFlows menu.
2. Click the Browse Templates tab.
3. Click the Workforce Planning tab.
   
4. Choose from the available templates:
   • General Onboarding Approval Workflow - Build your own onboarding approval process to manage the onboarding of new employees from requisitions
   • General Requisition Approval Workflow - Build your own requisition approval process to manage requisition requests
   • Onboarding Approval Wizard (Guided Setup) - Guided setup for onboarding approvals
   • Requisition Approval Wizard (Guided Setup) - Guided setup for requisition approvals
5. Click the Quick setup button for your chosen template.
6. Complete the required fields based on the template you selected.
7. Click the Submit button.
8. Click the Save and Publish button to activate your workflow.

1. Click the WorkFlows menu.
2. Click the Workforce Planning section.
3. Click the Create New button.
4. Click the When this happens field.
5. Click the When dropdown and choose from:
   • When an Onboarding Approval is Submitted.
   • When an Employee Requisition is Submitted.
6. Click the Save button.
7. Click the If these conditions are met field (if available).
8. Click the Add Conditions button.
9. Complete the following fields:
   • Field:
     • Employee.
     • Employing Entity.
     • Job Title.
     • Location.
     • Primary Manager.
     • Team.
     • Contract Type.
     • Employment Type.
     • Custom Field Condition.
     • Hiring team.
   • Condition:
     • Is equal to.
     • Does not equal.
     • Is one of.
     • Is not one of.
   • Value - the value depending on what you selected in Field.
10. Click the Save button.
11. Click the Then do this field.
12. Choose among the following actions.
    1. Request Approval
       • Approval Flow Type:
         • All approvers must approve (sequential).
         • All approvers must approve (parallel).
         • Any approver can approve.
       • Primary Approvers.
         • Click the Add approver button for each approver you want to specify.
       • Backup Approvers:
         • Assign a backup approver for each approver.
         • Use a single backup approver for all approvers.
         • No backup approvers required.
       • Backup approvers (Optional).
    2. Automatically Approve
       • Approver's name.
    3. Automatically Decline
       • Decline reason.
       • Decliner.

    4. Helpful Hint

       Send Email Notification includes several powerful capabilities:

       • External Recipients: Send to anyone outside Employment Hero by typing a complete, fully formatted email address (e.g., john.smith@domain.com) into the Recipients field. Once you type the full address, an option will appear to add it as an external recipient—click to add.
       • Clickable Hyperlinks: Click the link icon in the content editor to insert URLs or email addresses that recipients can click directly in the email.
       • Dynamic Subject Lines: Click the dynamic variable button (right side of Subject field) to personalise subjects with employee names, dates, or other variables.
       • Multiple Recipients: Search and select multiple roles, teams, specific employees, and external emails in one action—no need to create separate notifications.

       Send Email Notification

       • Type of recipients.
       • Subject.
       • Contents.
    5. Create Task (useful for tasks such as ensuring proper handover of work and collecting all necessary documents when processing requisitions or onboarding approvals.)
       • Name of task.
       • Description.
       • Owner.
       • Send this task to an email address.
       • Subtasks.
       • Due date.
13. Click the Save button.

14. Click the Save and Publish button.
     

    Helpful Hint

    You need to publish this workflow for it to become active. Any requisitions or onboarding approvals submitted before the workflow becomes active will still need to be processed manually in the old way. Alternatively, you can ask the relevant people to resubmit.

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Workforce Planning section.
4. Find your workflow and click the Publish button.

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Workforce Planning section.
4. Find your workflow and click the Unpublish button.

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Workforce Planning section.
4. Find your workflow and click the ... 
   
5. Click Edit,
6. Edit the workflow as needed.
7. Click the Save flow button.

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Workforce Planning section.
4. Find your workflow and click the ... 
   
5. Delete button.
    

You can create and use custom fields as conditions when you set up workforce planning workflows. This will help you to properly target the right employees or requisitions to be affected by the workflow. The Custom Fields feature lets you customise employee file fields, with the ability to ask a free text, single-select, or multi-select question. Learn how to set up a custom field in this article.

Note: Make sure you have the 'Capture field during onboarding' selected when setting up a custom field.

Once you have set up a new custom field you can then select these within the Condition section of a workforce planning workflow. Whatever you have named the custom field will appear in the dropdown list.

The Employee File Change Workflows feature lets you create a set of steps that Employment Hero will take regarding expense claims. Each step follows the When-If-Then sequence, which is like this:

• When this happens -> If this condition is met -> Then do this.
  • "When" is the situation that will trigger the workflow.
  • "If" is the condition that decides what action should be taken.
  • "Then" is the action that the platform will take.

To visualise this better, please see the examples below relating to expense claims. "X" and "Y" in these scenarios refer to values you can pick and enter on Employment Hero.

1. When an employee submits an expense claim request, If the expense claim amount is more than "X", Then the request will be sent to the executive leadership team for approval.
2. When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
3. When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
4. When an employee submits an expense claim request, If purchase start date is after "X" AND end date is before "Y", Then the request will be automatically approved.

No, the When-If-Then sequence cannot be changed.

An IF field must always come before a THEN field.

Examples:

You cannot perform a THEN action and then have the workflow re-evaluate new IF conditions as part of the same workflow run. You will need to split these into separate workflows.

When you click the "IF" field when creating a workflow, the "Add conditions" panel will slide out. There, you will have to fill in the following: Field, Condition, and Value.

Below those is the Add condition button, which lets you set up an additional condition to come with the first one. When you click this button, you will be asked to choose between:

• And condition - This means the platform will take action only if BOTH the original and additional conditions are met.
• Or condition - This means the platform will take action if EITHER the original or additional condition is met.

To demonstrate this, here are some examples:

And condition:

For the image below, the platform will act only if the expense claim amount is over 5,000 AND has a category of Miscellaneous. The platform will not take the specified action in the "THEN" field if both are not met, even if one of the conditions is followed.

Or condition:

For the image below, the platform will take action if the expense claim amount is over 5,000 OR has a category of Meal Allowance. There just needs to be at least one condition met for the platform to act. So, the workflow will still function if two, three, or more conditions were met.

For our example, this means the workflow will act if the expense claim amount is over 5,000, even if it falls under a different expense category. The platform will also function if the request is under the Meal Allowance category, even if the amount is less than 5,000.

If you wanted to create a task when a requisition is submitted for a senior position, you could use the following fields:

• When: When an Employee Requisition is Submitted
• If: Job Title contains "Senior" OR Job Title contains "Manager"
• Then: Create a task for the HR team to review the senior hiring requirements