Introducing Workflows
Our new feature, Workflows, is designed to make task assignment easier than ever before. With Workflows, you can assign tasks to your team members based on specific rules, streamlining your workflow and increasing productivity.
✅ Onboarding: Start strong and make first impressions count
✅ Offboarding: Make your people's exit transition smooth and stress-free
✅ Promotion to manager: Get new leaders up to speed with training and policies.
✅ Returning from extended leave: Ease them back in confidently.
✅ Moving to remote or hybrid: Tick every box for a seamless transition.
Take advantage of our ready-to-go onboarding and offboarding templates to make life a little easier.
Benefits of Workflows
By using Workflows, you can streamline your task assignment process and ensure that tasks are assigned to the right people at the right time. This can greatly increase productivity and efficiency within your team, as well as improve communication and collaboration.
Getting started
To get started with Workflows, ensure you have the Tasks and Workflows module turned on in your module settings...
Configure > Settings > Modules (Included modules)
Once this has been turned on, simply navigate to the Company menu option in your left-hand menu and select Workflows...
Here you will be presented with your Workflow Dashboard. We have created both an onboarding and offboarding workflow template for you and have even set up some template tasks for you to assign using the workflow
Onboarding and Offboarding
One of the most common uses for Workflows is for onboarding and offboarding your team members. This feature is triggered by the join date for onboarding and the leaving date for offboarding.
When a new team member joins your company, you can set up a Workflow to automatically assign tasks to them on their first day. This can include tasks such as setting up their email account, assigning them a mentor, or providing them with training materials.
Similarly, when a team member leaves your company, you can use Workflows to ensure that all necessary tasks are completed before their departure. This can include tasks such as collecting company property, removing access to company systems, and scheduling an exit interview.
How to Set Up a Workflow Using Our Pre-Set Templates
Setting up a Workflow is easy. If you would like to use one of our pre-set templates, click on the arrow icon under the actions header
Clicking into the Onboarding workflow, at the top of the page, you will see the details section, providing you with a description, which departments it will apply to, and the Assign based on details. This lets you know when the workflow will start if activated.
In this example, our template is set to start 14 days before the new starter's join date. This means the tasks listed in the workflow will be assigned 14 days before their start date.
Finally, you can view the state of the workflow to let you know if it is currently active or not.
Workflow tasks
The workflow tasks currently set up in the Onboarding template workflow are displayed at the bottom of the page.
Each task has a description, who has been assigned to complete the task and when the task is due to be completed.
Setting up New Tasks
If you would like to set up your own new tasks, you can do this by pressing the blue + icon in the Workflow tasks header.
Please note that tasks previously set up in the onboarding tasks module cannot be used as workflow tasks. You must set up new workflow tasks in your workflows✔️
Enter the task title, description, and who this task is to be assigned to by choosing if it is to be assigned by role or by choosing a specific employee name from the drop-down box.
If you select Assign based on role, you will be able to choose the employee themselves, their Line manager, or your HR team (this will be all HR users in your account, including the Admin)
If you select Assign to specific employee, you can choose any employee from your people list
Lastly and most importantly, you'll need to choose your Task due date.
There are three drop-down boxes you are required to complete to successfully set up the new task...
Number of days: This is the number of days before or after the date that triggers the workflow to start, in this case, this is the employee's join date
Before or After: Select if you want the task to be due before or after the trigger (join) date.
Date Type: Select the trigger date type, such as join date
With all three of these boxes filled out, the due date of the task will be complete and will be displayed as such in the task list...
4. Press the green Add task button, or select Add task and create new to add another task.
How to set up a new workflow
To set up a brand new workflow, simply navigate to the Company menu option in your left-hand menu and select Workflows and press the blue + icon in the workflow header...
This will open the Create new workflow page. Follow the 3 steps below to create the workflow...
Fill out the title and description of the workflow
Choose if this workflow is to be assigned automatically or manually
Automatic workflows will be assigned automatically based on the rules you create.
Manual workflows can be assigned by clicking into the workflow and clicking assign.
If you choose manual, you assign the workflow by clicking into it using the arrow icon and clicking assign.
If you choose automatic, there are three drop-down boxes you are required to complete to successfully set up the new workflow...
Number of days: This is the number of days before or after the date that triggers the workflow to start, in this case.
Before or After: Select if you want the workflow to start before or after the trigger date.
Date Type: Select the trigger date type. You have two options, either the joining date or the Leaving date.
4. Select if you would like this workflow to apply to all departments or just the departments that you select by entering the department names in the text box
5. Press the green Add workflow button.
Please note that Join date and Leaving date are the only triggers you can use to start the workflow when setting up an automatic workflow.
You can manually assign automatic workflows to an employee. For example you may require this if you've set up the tasks to trigger 1 week before a join date, but the employee is added to Breathe 2 or 3 days before their join date.
By manually assigning the workflow, you'll be able to add all the tasks to the employee's profile that are set up in the workflow.
Please note that once you have set up an automatic workflow, you're unable to update it to a manual workflow and vice versa.
Adding tasks to your new workflow
Now that you have set up your new workflow, you'll need to add tasks to it.
You can do this by pressing the blue + icon in the Workflow tasks header.
Please note that tasks previously set up in the onboarding tasks module cannot be used as workflow tasks. You must set up new workflow tasks in your workflows✔️
Enter the task title, description, and who this task is to be assigned to by choosing if it is to be assigned by role or by choosing a specific employee name from the drop-down box.
If you select Assign based on role, you will be able to choose the employee themselves, their Line manager, or your HR team (this will be all HR users in your account, including the Admin)
If you select Assign to specific employee, you can choose any employee from your people list
Lastly and most importantly, you'll need to choose your Task due date.
There are three drop-down boxes you are required to complete to successfully set up the new task...
Number of days: This is the number of days before or after the date that triggers the workflow to start, in this case, this is the employee's join date
Before or After: Select if you want the task to be due before or after the trigger (join) date.
Date Type: Select the trigger date type, such as join date
With all three of these boxes filled out, the due date of the task will be complete and will be displayed as such in the task list.
4. Press the green Add task button, or select Add task and create new to add another task.
Tracking and Monitoring
With Workflows, you can easily track and monitor the progress of tasks and workflows.
You can see which tasks have been completed, who is responsible for each task, and any upcoming deadlines.
This can help you stay on top of your projects and ensure that everything is running smoothly.
Get Started with Workflows Today
Ready to streamline your task assignment process and increase productivity? Try out Workflows today and see the difference it can make for your team. If you have any questions or need assistance, our support team is always here to help.
Workflows are a powerful tool that allows you to automate tasks for your team members, saving you time.
We're here to help
Any further questions? Simply drop us a message using the messaging feature at the bottom right of your screen 💬