Enrolment triggers define when users will be added to a Workflow automatically. In this guide, you'll learn how to set enrolment triggers and edit existing ones.
Before you begin
Before adding these triggers, it's important to consider who within your organisation can onboard/offboard an employee. They may not be aware that doing so will trigger tasks/emails to be sent to users. For this reason, we recommend that you review your onboardng/offboarding permissions before adding enrolment triggers.
For more, see managing permissions and roles.
Setting enrolment triggers
When creating or editing a workflow, the first step after naming the workflow is to choose the enrolment trigger.
The following options are currently available as enrollment:
When a new person is added - Users will be added to this workflow once their profile is created in New hires or they are added as an active member directly to the People directory. For more, see adding employees to Humaans.
When a person is offboarding - Users moved into offboarding (when the last working day is set) will be added to this Workflow.
Date based - Add users based on a specific event/date.
Manual - Users will have to be manually added to the Workflow
Filtering enrolment triggers
With When a person is added and When a person is offboarded, you can use filters to further specify the group of employees you wish to automatically enroll to the workflow.
Department
Place of work
Contract type
With Date based triggers, Status is also available as a filter option.
Editing existing enrolment triggers
You can edit enrolment triggers with the following steps:
In the Home menu, click Workflows, then click the desired workflow you wish to edit.
Click Edit template in the top right-hand corner.
Click the ... icon under Trigger, and then change to the desired enrolment trigger.
Date based (scheduled) enrolment triggers
In the Workflow edit menu, click Add trigger or click the ... icon under Trigger, then click Edit.
Select Date-based trigger.
Use the filtering options to specify which users will be added to the workflow.
Select Specific date if you wish to have a one-time trigger, or Recurring if you want the trigger date to repeat.
Select a trigger date/custom date for the user to be enrolled in the workflow. When selecting a trigger date for date based enrolment triggers, the following options are available:
Probation end date
First working day
Last working day
Custom date fields that you have added to your Humaans account
a specific Custom date of your choice.
Select a specific time for the user to be enrolled in the workflow. The time zone will be assigned to the user who is creating/editing the workflow.
When you are ready, click Publish to save your changes.
