Available for the following HR plan: Platinum
Available for the following user access levels: Admin
An onboarding WorkFlow allows an organisation to customise its onboarding flow so that some repetitive tasks are automatically triggered when an employee reaches a certain stage of their onboarding. You can use onboarding WorkFlows to trigger onboarding checklists, create Google Workspace and Microsoft accounts, or create a task.
This feature follows a "when-if-then" sequence for every step of the WorkFlow. To learn more about this and see examples, please refer to The When-If-Then sequence and scenarios tab in the Further information section of this article.
Important
The onboarding WorkFlow feature is currently in a trial period. There might be further changes to this feature over time. Further details regarding full release will be announced in due time.
Adding an onboarding automation
Important
This workflow template lets you automate employee onboarding actions, such as creating accounts and triggering checklists.
- Click the WorkFlows menu.
- Click Onboarding, using the menu on the left-hand side of the page.
- Click the Create New button.
- Select Onboarding Automation.
- Click the Continue button.
- Click the WHEN this happens field.
- You can choose when:
- Employee has completed onboarding setup.
- Employee record created.
- Employee has accepted contract.
- Employee has been issued contract.
- Click the Save button.
- Click the IF these conditions are met field.
- Click Add condition.
- Edit the following to suit your requirements:
- Field.
- Condition.
- Value.
- Click the Save button.
- Click the THEN do this field, under the Provisioned header.
- Edit the following:
- Under THEN, your options include:
- Trigger onboarding checklist(s).
- Create task.
- Create Microsoft account.
- Create Google Workspace account.
- Under THEN, your options include:
- If prompted, complete the following fields:
- Enter a name for the task.
- Enter a description (optional)
- Select an owner
- Enter any subtasks that need to be done.
- Enter a due date.
- Click the Save button.
Helpful Hint
To add an additional step, click the button below the last step.
- Click the Save button.
Important
You need to publish this workflow for it to become active.
Managing onboarding workflows
- Click the WorkFlows menu.
- Click Onboarding.
- Click the ellipsis button for the workflow you need to publish.
- Click the Publish button.
- Click the Publish button.
- Click the WorkFlows menu.
- Click Onboarding.
- Click the ellipsis button for the workflow you need to unpublish.
- Click the Unpublish button.
- Click the Unpublish button.
- Click the WorkFlows menu.
- Click Onboarding.
- Click the button for the workflow you need to view.
- Click the View button.
Helpful Hint
You can now see the details of the onboarding workflow.
Editing onboarding workflows
Important
You cannot edit a published workflow. You have to unpublish it first before editing.
- Click the WorkFlows menu.
- Click Onboarding.
- Click the button for the workflow you need to edit.
- Click the View button.
- Edit the workflow as needed.
- Click the Save button.
Deleting onboarding workflows
Important
You cannot delete a published workflow. You have to unpublish it first before deleting.
- Click the WorkFlows menu.
- Click Onboarding.
- Click the button for the workflow you need to delete.
- Click the Delete button.
- Click the Delete button.
Further information
The onboarding WorkFlows feature lets you create a set of steps that the HR platform will take regarding onboarding an employee. 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 example below. "X" and "Y" in these scenarios refer to values you can pick and enter on the HR platform.
When an employee has completed their onboarding setup, If they are part of a certain team, Then create a Google Workspace.
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.
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