Overview
Conditional actions let you add branching logic to your workflows so that different employees receive different experiences based on their attributes. Instead of creating separate workflows for each department, location, or contract type, you can use a single workflow with conditions that automatically route employees down the right path.
For example, you could create one onboarding workflow where engineers get IT setup tasks, sales hires get CRM training tasks, and everyone else gets general orientation tasks — all handled automatically.
How conditions work
A conditional action contains one or more branches. Each branch defines a set of rules (filters) that are checked against the employee's profile data. Here's the key behaviour:
Evaluated in order — Branches are checked from top to bottom. The first branch whose conditions match the employee is the one that runs.
First match wins — Once a matching branch is found, the remaining branches are skipped.
Optional fallback — You can add an "Else" branch that runs if none of the defined conditions match. This acts as a catch-all.
Evaluated at enrolment — Conditions are evaluated when the employee is enrolled in the workflow. If the employee's data changes afterwards, conditions can be re-evaluated automatically.
Setting up a conditional action
Follow these steps to add conditional logic to your workflow:
Step 1: Add a conditional action
Open your workflow in the workflow builder
Click Add action
Select Add condition
Step 2: Define your first branch
In the condition editor, you'll see a "Checks if" section for your first branch
Select the employee attribute you want to filter on (e.g., Department)
Choose an operator (e.g., "is" or "is not")
Set the value to match against (e.g., "Engineering")
You can add multiple filter rules within the same branch — all rules must match for the branch to apply.
Step 3: Add actions inside the branch
Once your condition is defined, add the actions that should run when this condition matches:
Assign tasks — Create tasks for specific people, their manager, or a team
Send email — Send tailored emails to the employee or other recipients
Send form — Collect information specific to this branch
Step 4: Add more branches (optional)
To add additional conditions:
Click the tab area to add a new branch
Define the filter rules for this branch
Add the actions that should run when this branch matches
You can add as many branches as you need. Remember that branches are evaluated in order, so place more specific conditions before broader ones.
Step 5: Add a fallback branch (optional)
Add an Else branch to handle employees who don't match any of your defined conditions. This ensures every employee receives some set of actions regardless of their attributes.
Available condition attributes
You can build conditions based on the following employee attributes:
Department — Filter by the employee's department
Teams — Filter by team membership
Location — Filter by office, city, or country (place of work)
Contract type — Filter by employment type (e.g., permanent, contractor)
Job title — Filter by role
Reporting to — Filter by the employee's manager
Space — Filter by the space the employee belongs to
Status — Filter by employee status
Custom fields — Filter using any custom field defined in your organisation
For text-based attributes, you can use "is" or "is not" operators. For list-based attributes like teams, you can use "includes any of", "includes all of", "excludes any of", or "excludes all of".
The "Else" (fallback) branch
The Else branch is a special branch that runs when none of the other conditions match. Think of it as a safety net.
Optional but recommended — Without a fallback, employees who don't match any condition will skip the conditional action entirely
Always evaluated last — The fallback branch only triggers after all other branches have been checked and none matched
Same capabilities — You can add tasks, emails, and forms inside the fallback branch just like any other branch
Practical examples
Onboarding by department
Create a single onboarding workflow that adapts to each department:
Branch 1: If Department is "Engineering" → Assign laptop setup task to IT team, send engineering tools access email
Branch 2: If Department is "Sales" → Assign CRM onboarding task, send sales playbook email
Else: Assign general orientation task, send company handbook email
Location-based compliance
Ensure employees receive the correct compliance documents based on where they work:
Branch 1: If Place of work country is "United States" → Send US tax form (W-4) and I-9 verification task
Branch 2: If Place of work country is "United Kingdom" → Send UK right-to-work check form
Else: Send general employment verification form
Tips and best practices
Order matters — Place more specific conditions before broader ones, since the first matching branch wins
Always consider a fallback — Adding an Else branch prevents situations where no actions are triggered for an employee
Keep it simple — Start with one or two conditions and add complexity as needed. Too many branches can make workflows harder to maintain
Test before publishing — Manually enrol a test employee to verify that the correct branch is triggered
Conditions cannot be nested — You cannot place a conditional action inside another conditional action's branch. If you need more complex logic, use multiple conditions in sequence or use separate workflows
Combine with dependencies — Use action dependencies alongside conditions to control both the order and the routing of your workflow