The Onboarding Workflow helps you automate the onboarding process by creating a sequence of tasks and actions that new employees must complete. This ensures consistency and saves time across your HR processes.

It’s configured from the Workflows section in the platform’s main menu and can include prebuilt or custom steps, such as collecting documents, requesting personal data, or sending welcome emails.

How to Use

Follow these steps to create a new onboarding workflow:

1. From the sidebar, go to Workflows
2. Click on the Onboarding tab
3. Select Add new onboarding
4. Enter the Name, Description, and Category (make sure it’s set to Onboarding)
5. Go to the Configuration tab to start adding steps to the workflow

For each step, you can add:

1. Tasks (e.g. request documents, personal info, contract data)
2. Actions (e.g. send an automated email or a survey)

Adding a Task to a Step

1. Click Add task in the selected step
2. Choose from the list of available tasks:
   1. Custom task
   2. Personal information
   3. Additional employee information
   4. ID & Social security information
   5. Bank account information
   6. Contract data
   7. File upload
   8. Request document completion and signature
3. After selecting the task type, complete the Set up fields:
   1. Define who should complete it (e.g. new hire)
   2. Choose which fields must be filled out
   3. Add a description (e.g. “Please complete your personal data form”)
   4. Set a due date or attach documents if needed
   5. Mark as mandatory if required
4. Preview the task
5. Click Save task to add it to the step

Adding an Action to a Step

1. Click Add action in the selected step.
2. Choose one of the following:
   1. Send automated email
   2. Send survey
3. Fill in the details (email body or survey selection) and save.

Assign Employees to the Onboarding

1. Go to the Employees tab of the workflow
2. Click Add employee
3. Select the employee(s) to whom the onboarding applies
4. Save changes

FAQs

1. Can I reuse the same workflow for multiple new hires?
Yes, you can assign the same onboarding workflow to as many employees as needed.

2. Can I delete or edit a step after the onboarding has started?
You can edit or remove steps, but changes may not affect employees already assigned to a published version of the workflow.

3. Can I preview the full workflow before assigning it?
Yes, use the Preview step before saving and publishing the workflow.