Step 10: Creating On- and Offboarding Workflows

 

 

Workflow_Hub.png This article focuses on workflows. You can start to create and monitor all your workflows from the Workflow Hub.

 

This article explains how to create and configure steps and templates in your settings to map your onboarding and offboarding workflows in Personio.

Onboarding and offboarding workflows are configured in the same way. This article illustrates the process using an onboarding example.

 

What are Onboarding and Offboarding Workflows?

The onboarding workflow is the process by which you welcome a new hire in your company, and support them in getting started with their new position. The offboarding workflow is the process by which you prepare the separation of the company and the employee. 

In Personio, you can create workflows starting in your Workflow Hub, to automate both processes and ensure a smooth transition in or out of the company.

 

1. Create Onboarding Steps

  1. Go to the Workflow Hub.
  2. In the Onboarding area, click on Configure Onboarding Templates.workflow-hub-configure-onboarding-template_en-us.png
  3. Click on Onboarding Steps.
  4. Enter the name of a new onboarding step.
  5. Select whether you are creating a General step or an Email action.
  6. Add items to General steps or define the parameters for Email Actions
  7. Click on Save changes.

The steps only need to be created once. You can then reuse them as much as you need in your templates.

 

Add Items to General Steps

  1. Click on + Add item.
  2. From the drop-down menu, chose the type of item you want to create (e.g. Text information, Employee attribute, Checkbox, etc.). Each item type is described in the interface.
  3. Define the description, label, attribute, etc. that is specific to the chosen item type.  
  4. Select the Required checkbox for each item that requires mandatory completion during the onboarding workflow. This prevents employees from marking the step as completed until the requested information for this item was provided.
  5. For the item type Employee attribute, you can also select the Editable checkbox if you want employees to be able to edit their attribute, until they mark the step as completed.
  6. Click on Save changes.

 

Define the Parameters for an Email Action

  1. Set the Auto send email parameter to either Send manually, On due date or, When previous steps are completed.
    Sending option Description
    Send manually The responsible employee(s) get a reminder to send out the email. You will define the employee or group that is responsible for this step when creating the Onboarding template.
    On due date The email will automatically be dispatched on a date that will be defined in the specific Onboarding template.
    When previous steps are completed Personio will generate the auto dispatch only after all Onboarding steps have been marked as completed.
  2. For the Sender parameter, select which employee should be displayed as the sender of the email.
    ⚠️  The email will display the email signature set in Personio for the selected employee. Learn more about Setting up an Email Signature.
  3. In the Recipient(s) parameter, select the email recipient. You can choose between the employee who has to complete the step, their supervisor, or all employees. You can also select employees that are part of the Groups you created (see below), or employees belonging to specific teams, offices, or departments.

    Tip
    To send the email to someone outside your organization, select External Email Address. The field Email Recipient Address will appear in which you can enter the email address of your choice. 

  4. Define the Email subject which will serve as the subject line of the email.
  5. Write your Email Template. You can insert Employee attributes, On-/Offboarding attributes, and the Profile Picture into the email by selecting them in the Insert variable into email dropdown. You can also insert a gender split, if desired. You can find more information in our article on creating email templates.
  6. Upload the document(s) you want to attach to the email. The max. file size is 256 MB. 
  7. Click on Save changes.

 

2. Create Groups

On- and Offboarding Groups can be used to assign an entire group of employees to be responsible for a specific Onboarding Step, or set this group of employees as Recipients of an Email Action. To create a group:

  1. Go to Settings > Workflows > On-/Offboarding and click on Groups.
  2. Type in the name of your new group.
  3. Click on +.
  4. In the left column, click on the name of the employees you want to add. They will then appear on the right column. To facilitate your search, filter by typing a name, a last name of a team.
  5. To remove an employee, simply click on their name in the right column. To facilitate your search, filter by typing a name, a last name of a team.
  6. Click on Save changes.

 

3. Compose and Manage Onboarding Templates

You can now build an Onboarding Template, using the steps you previously created. You also have the option to duplicate existing onboarding templates, rename and then edit them.

  1. Go to Settings > Workflows > On-/Offboarding and click on Onboarding Templates. 
  2. Enter the name of your new onboarding template and click on +.
  3. Click on Add step.
  4. From the first drop-down menu, select the step you want to add. You can select the step from the steps you previously created in the Onboarding Steps tab.
  5. From the second drop-down menu, select the Responsible person(s). You can choose between the employee who has to complete the step, their supervisor, one of the On-/Offboarding Groups you created, or any employee team.  
  6. You can then set the Deadline by entering a number of days relative to the employees' hire date (before or after). This deadline triggers reminders and tasks as described here:

    For General Steps:
    Seven days before a deadline expires, Personio sends the first notification email to all employees who are responsible for completing the respective onboarding step, and creates a Task in the Tasks widget on their Dasboard and in the Inbox. Another email reminder is sent by Personio two days before the deadline expires. If any onboarding to-dos become overdue, the responsible employees receive daily email reminders.
    For Email Actions:
    The deadline defines the email sending date when the option On due Date is set in the Email Action Onboarding Step.

  7. Repeat steps 3.-6. to add any number of additional onboarding steps
  8. Click on the arrow icon on the left-hand side of each listed onboarding step to drag the elements and sort them differently.
  9. Click on Save changes.

Read the Help Center articles Best Practices: Onboarding Templates and Steps and Best Practices: Offboarding Templates and Steps for an overview of the most commonly used onboarding and offboarding templates and steps.

 

4. Activate an On- or Offboarding Workflow

Onboarding Workflow

Navigate to the Onboarding tab in the relevant employee’s profile and select one of the onboarding templates displayed. All previously created onboarding templates are listed here.

Once a template has been allocated, a list of all required onboarding steps is displayed, together with their relevant deadlines and statuses. If you want employees to see only the steps they are responsible for, make sure to leave the View access right in the Onboarding section deactivated. For further information on access rights, read this article

This is how the various responsible persons are allocated tasks and are then able to complete them one after the other. The color coding allows you to track the progress made for each of the steps.

 

Offboarding Workflow

Offboarding templates cannot be assigned to active employees. The Offboarding tab only appears in an employee's profile once the termination of employment has been entered in their employee profile.

Next, assign the appropriate offboarding template to the employee.

 

5. Manage your Workflows in the Workflow Hub

1. Overview of the Onboarding and Offboarding Paths 

You can see all overdue onboarding and offboarding paths in the Workflows widget, directly in your dashboard. Click on the widget to access the Workflow Hub. There you have an overview of all onboarding and offboarding paths, and you can access the detailed list by clicking on the See all... buttons.

workflow-hub-overview_en-us.png

 

2. Boost your Workflows With Integrations

To see an overview of all available integrations that can help you boost this workflow, click on the lightning icon of the Onboarding overview in the Workflow Hub. To find out more about how to enable integrations in Personio, read the Help Center article Personio Marketplace.

 

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