Overview
Managing and ensuring timely communication between new hires, managers, and other stakeholders during onboarding can be challenging. Often, important steps get missed or delayed without proper notifications.
Workflows automate notifications for specific actions or milestones, such as sending reminders to managers before a new hire starts or notifying HR when tasks are incomplete. You can trigger these notifications based on time, checklist items, or content progress.
There are three main types of workflows you can set up:
Time-Based Triggers: Notify users or stakeholders at specific times before or after a new hire’s start date.
For example: This can be utilised to notify the Manager or Buddy a day before the new hire's start date, allowing them to prepare and warmly welcome the new hire.
Checklist Item Notifications: Alert stakeholders when specific tasks are completed or overdue.
For example: If you have a checklist item for "Complete Tax Forms," you can set notifications to alert the Manager when the new hire completes this task.
Progress Notifications: Send notifications when users complete certain courses, chapters, or content.
For example: If a new hire completes a Chapter titled "Company Policies," a notification can be sent to their Manager to inform them of this achievement.
📌 We recommend using the Manager Toolkit for this feature and setting up Manager Presets to create pre-made content. However, you can also add a custom email address as a recipient and custom your email content, which we will explain in this article.
Where can you find the Workflow page?
Click on ‘Courses’ from the left-side menu.
Click on ‘Editor’ for the course where you want to add a workflow.
Go to ‘Workflows’ at the top menu to access the workflow overview.
Steps for creating Time-Based Triggers
→ Choose Time-Based trigger
Click on ‘Add Time-Based Trigger’.
→ Set notification
Choose when the recipient will receive the notification and X days before or after the user’s start date.
Select the recipient from preset manager roles, or enter a custom email.
→ Customize message (email)
Write an email subject
Write an title
Draft the content of the message (email) in email body text
→ Select Group(s)
Select Group(s) or if you would like to add 'all' or 'none' groups.
Note: The workflow will only apply to users that are assigned to this group. If you don't select any group, the workflow will apply to ALL users.
→ Workflow title
Name your workflow for easy identification later.
Steps for creating a Checklist Item Notification
→ Choose Checklist Item Notification
Click on ‘Add Checklist Item Notification’.
→ Set notification for tasks
Under 'if', choose the checklist item you want to track from the dropdown menu. Then choose if you want to receive notification when 'completed' or 'not completed'.
→ Set stakeholder group or add them manually
Under 'Then', Select the recipient from preset manager roles (Manager/Buddy), belongs, or manually enter their email in the 'Type custom email here' field.
→ Select Group(s)
Select which group(s) should get the notification.
Note: The workflow will only apply to users that are assigned to this group. If you don't select any group, the workflow will apply to ALL users.
→ Save Notification
Click ‘Save Notification’ to finalise your workflow.
Steps to create a Progress Notification Workflow
→ Choose Progress Notification Trigger
Click on ‘Add Notification to Progress’.
→ Set notification
Choose the course, story, chapter, or page under 'If', then select the specific title that will trigger the notification when the user completes it.
→ Set stakeholder group or add them manually
Under 'Then', Select the recipient from preset manager roles (Manager/Buddy), belongs, or manually enter their email in the 'Type custom email here' field.
→ Select Group(s)
Select which group(s) this workflow will apply to.
Note: The workflow will only apply to users that are assigned to this group. If you don't select any group, the workflow will apply to ALL users.
→ Save Notification
Click ‘Save Notification’ to finalise the workflow.
How does the notification email looks like?
The users part of the manager preset will receive an email with a notification that looks similar to the one below:
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