1. Click the Workflows menu.
2. Click the Create New button.
   
3. Select the Onboarding option and click the Create New button.
   
4. Click the When field.
   
5. Complete the following fields:
   • When:
     • Employee has completed onboarding setup.
     • Employee record created.
     • Employee has accepted contract.
     • Employee has been issued a contract.
     • Employee's start date is approaching.
6. Click the Save button.
   
7. Click the Conditions field.
   
8. Click the Add Condition button.
9. Complete the following fields:
   • Field.
   • Condition.
   • Value.
10. Click the Save button.
    
11. Click the Then field.
    
12. Complete the following fields:
    • Then:
      • Trigger onboarding checklist.
      • Add employee to review period
      • Create task:
        • Name.
        • Description.
        • Owner.
        • Send this task to an email address.
        • Subtasks.
        • Due date.
        • When will this action be performed.
      • Create Microsoft account.
      • Create Google Workspace account.

      • 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. There is no need to create separate notifications.

        Send email notification (for example, a welcome email):

        • Type of recipients.
        • Subject.
        • Content.
        • When will this action be performed.
      • Create 1:1:
        • Meeting title.
        • Meeting template.
        • Time.
        • Remind type.
        • Subject.
        • Content.
13. Click the Save button.
    

14. Click the Save and Publish button.

    Helpful Hint

    To add an additional step, click the button below the last step. You need to publish this workflow for it to become active.

    

1. Click the Workflows menu.
2. Click the Browse Workflows tab.
3. Click Onboarding button.
4. Click on Quick Set up on the workflow entitled Assign certifications after onboarding.
5. Select who this workflow applies to.
   
6. At the Certifications dropdown, select which certifications you would like to automatically assign to onboarding employees.
   
7. Click on Quick Set up and Publish.
   

1. Click the Workflows menu.
2. Click the Browse Workflows tab.
3. Click Onboarding button.
4. Click on Quick Set up on the workflow entitled Assign policies after onboarding.
5. Select who this workflow applies to.
   
6. At the Policies dropdown, select which policies you would like to automatically assign to onboarding employees.
   
7. Click on Quick Set up and Publish.
   

For more information, please refer to this article: Configure your organisation's learning workflows.

1. Click the Workflows menu in the left-side navigation bar.
2. Click the Browse Templates tab.
3. Click Onboarding.
4. Click the Quick Setup button for the tile that says "Assign Learning Content to New Hires."
5. Select the affected employees in the field "Who does this apply to?"
6. In the Learning Content field, select the learning content you want to assign. You can:
   • Select multiple learning content.
   • Click Read More for each course's details.

7. The Recipients field should contain "Onboarding Employee."

   Important

   Before you proceed to the next step to publish, note that with this workflow, employees automatically get assigned their learning content right on their start date. If you wish to assign Go1 courses a certain number of days after the start date instead, your next steps are:

   1. Click the Open as Draft button.
   2. Under WHEN this happens, click "Employee start date is approaching."
   3. Edit the timing under "When will this trigger event start?"
   4. Click the Save button to close the side panel.
   5. Click the Save Flow & Publish button in the upper-right corner. Then, you can ignore the following step (#8) in this article.
8. Click the Quick Setup & Publish button.

1. Click the Workflows menu.
2. Click the Create New button.
3. Select the Onboarding option and click the Create New button.
4. Click the When field and select a trigger, for example: Employee has completed onboarding setup.
5. Click the Save button.
6. (Optional) Click the Conditions field to filter which employees this workflow applies to, then click Save.
7. Click the Then field.
8. Click the Add Action button.
9. Select Assign Expense Policy from the list of available actions.
10. In the Expense Policies field, search for and select one or more expense policies to assign. Policies are grouped by expense category.
11. In the Recipients field, select who should receive the policies, for example, Onboarding Employee.
12. Click the Save button.
13. Click the Save and Publish button.

What happens when the workflow runs

When the workflow triggers for a new employee, the system automatically assigns the selected expense policies. To check the outcome, open the workflow run history for that employee. The step will show as completed with the names of the policies assigned, or as failed with a description of what went wrong.

Note the following behaviours:

• Duplicate targeting: If the same employee is matched by more than one recipient rule in the step, the policy is assigned only once.
• Deleted policy: If a referenced policy no longer exists, an error is recorded for that policy and the step continues assigning any remaining valid ones.
• Existing policy in the same category: If the employee already has a policy in the same expense category, it is automatically replaced by the new one. This is recorded in the audit trail.
• Unresolvable recipients: If the target (for example, the employee's manager) cannot be resolved, the assignment step is skipped and an error is recorded.

1. Click the Workflows menu.
2. Click the Manage Workflows tab
3. Click Onboarding button.
4. Click the Three Dots button.
5. Click the Publish button.
   

1. Click the Workflows menu.
2. Click the Manage Workflows tab
3. Click Onboarding button.
4. Click the Three Dots on your selected workflow.
5. Click the Unpublish button.
   

1. Click the Workflows menu.
2. Click the Manage Workflows tab
3. Click Onboarding button.
4. Click the Three Dots button.
5. Click the Edit button.
6. Edit the workflow as needed.
7. Click the Save button.
   

1. Click the Workflows menu.
2. Click the Manage Workflows tab
3. Click Onboarding button.
4. Click the Three Dots on your selected workflow.
5. Click the Delete button.
   

You can create and use custom fields as conditions when you set up workflows. This will help you to properly target the right employees to be affected by the workflow. The Custom Fields feature lets you customise onboarding and 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 an onboarding workflow. Whatever you have named the custom field will appear in the dropdown list. In the example below the custom field is called 'Custom field condition'.

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.

For employees and contractors added to the Employment Hero platform AFTER 10 September 2025, the tables below show which onboarding workflows will and will not trigger depending on how the person was added to the platform.

Employee onboarding sources

Contractor onboarding sources

If you've set up an onboarding workflow to add employees to a probation review period, but employees are not being added as expected, follow the troubleshooting steps below to identify the issue.

Step 1: Confirm the employee and review their profile

1. Confirm the onboarded employee's name and open their employee profile.
2. Check the date they were onboarded using the Audit Trail and note this information.

Step 2: Check if workflow conditions were met at onboarding

At the time the employee was onboarded, did their employee file match the workflow conditions? For example:

• Team condition: Was the employee assigned to the required Team when they were onboarded?
• Employment Type condition: Does the employment type in the employee file match the workflow condition?
• Other conditions: Review any custom field conditions to ensure they were populated correctly at onboarding.

If a condition was not met at the time of onboarding, the workflow would not have queued the employee, even if the condition is now met.

Step 3: Check if the workflow was unpublished and republished

Unpublishing a workflow will stop all queued instances. When you republish the workflow, an "Apply workflow to existing employees" pop-up should appear.

If you did not select the employee in this pop-up, they will not be requeued to be added to the probation review period. To resolve this:

1. Unpublish the workflow.
2. Republish the workflow.
3. When the "Apply workflow to existing employees" pop-up appears, select the employees you want to add to the probation review period.
4. Click Apply.