Activating a new hire, assigning the correct employment type, sending documents, and setting up absences can all be done automatically and without manual intervention.
With the HR Workflows module, you can set up smart onboarding and offboarding workflows based on your own conditions, and let recurring tasks run automatically.
Workflow setup
All work and workflow configuration takes place in a separate HR Workflows module. Let’s take a look together at how to create a completely new workflow. We’ll start with the + Create workflow button.
Before creating a workflow, we can take one of two approaches:
Create with AI – AI can generate a workflow draft for you, which you can then further customize to match your specific needs.
Create your own – step by step, we will design and build a custom workflow from scratch.
Let’s create a workflow together! First, it is important to distinguish between Onboarding and Offboarding workflows—that is, whether we are creating a workflow for hiring a new employee or, on the other hand, for an employee leaving the company.
For this example, we’ll create an Onboarding workflow for the Sales team. We’ll give it an appropriate name so that we can easily recognize it later.
On the right-hand side, we then come to the first criterion: “When should the workflow be triggered?”
The user has been set to the “Onboarding” phase in their profile — we recommend using this option if you do not use New hires packets. You can then trigger the workflow by changing the status in the user’s profile field “User lifecycle phase” to “Onboarding.”
User completed the new hire packet — select this option if you use packages for new hires and want the workflow to be triggered when the new hire completes the package.
We now move on to the conditions that determine whether the workflow will be triggered once they are met.
For example, here we have used all available conditions: Team, Tags, Location, and Position.
In our case, if we create a new hire’s profile with the status “Onboarding,” assign them to the Sales team and the Account Executive position, add the tag “Remote” and select the Berlin Office as their location, the workflow will be triggered successfully.
Once we have defined the conditions for triggering the workflow, the next step is to specify which actions and events should be carried out within it. In the right-hand sidebar, under “Actions,” we select from the menu the events we want to take place and be triggered.
You can choose from several sections:
Timing – timing helps you determine when the workflow should start and also allows you to slow down or pause the workflow at different stages.
Time delay – by using a time delay, you can pause the workflow for a certain number of days.
Employee’s first day – the workflow will not start until the employee’s first day, based on their start date.
User management
Set team – if this has not already been defined as a condition and is therefore not being set manually.
Set position – if this has not already been defined as a condition and is therefore not being set manually.
Set location – if this has not already been defined as a condition and is therefore not being set manually.
Custom field settings
Activate user
Deactivate user – for offboarding.
Notifications
Send email – here you can create your own email template and then have it sent to the user as part of the workflow.
Document
Send document – this workflow action allows you to select and send a document from a template.
Employee settings
Set working hours
Set absences
Set salary
Set meal vouchers
Set activities
Set clients
Advanced
Send webhook – through webhooks or integration with the API Webhooks, you can automatically connect onboarding in Sloneek with other tools. Once a workflow step is completed, an event can be sent to external systems and trigger actions such as creating accounts, generating a ticket, or assigning tasks.
Once all actions have been configured, all that’s left to do is publish the workflow and let Sloneek do the work. :)
Workflow overview and management
You can monitor and manage all existing workflows from the main Workflow Overview and Management section.
Each workflow can be edited, deactivated, or even duplicated. This can be useful if you want to create several similar workflows with only minor differences — after duplicating one, you can simply fine-tune it and you’re done.
Workflow history
An important part of the entire workflow process is also the History section. Here, you can see all workflows actions that have actually been triggered for specific users, along with their audit trail.
The workflow audit trail gives administrators a clear overview of the current stage of the onboarding process and shows which steps have already been completed, are in progress, or have failed. Thanks to the timeline with specific start and completion dates, admins can immediately identify any delays or blockers in individual process steps and quickly take action, such as restarting or skipping a step, without unnecessary searching.
One of the key indicators here is definitely the status and whether the workflow was completed successfully or failed at a specific action. You can open a detailed view by clicking the eye icon.
If a workflow fails at any point, the admin will be automatically notified. The system will attempt to retry the workflow 3 more times, each time after one hour, and if the action still does not succeed, the entire process will stop. The admin then has the option to restart the workflow at that specific step or even skip it.
By clicking the eye icon, the admin can view the details of the entire action and find out why it failed. In this case, the document template could not be found — it had been deleted from the templates in the meantime and therefore could no longer be used.
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