Connecting a workflow template to an onboarding template in Simployer One

How do I connect a workflow template to an onboarding template in Simployer One?

Connecting a workflow template to an onboarding template allows you to combine the employee's onboarding experience with your organization's internal onboarding tasks. 

When onboarding starts, the employee completes the onboarding template while managers, HR, IT, payroll, and other colleagues complete the tasks defined in the connected workflow template. 

Using a connected workflow helps ensure that both the employee and the organization complete their onboarding activities in a consistent and structured way.

Before you begin

• You must be signed in as an Owner.  
• A workflow template must already exist.  
• An onboarding template must already exist.  
• Each onboarding template can only have one connected workflow template.  

Why should I connect a workflow template? 

A workflow template and an onboarding template serve different purposes. 

• The onboarding template manages the employee experience.  
• The workflow template manages the internal tasks your organization needs to complete.  

By connecting them, both processes start together when onboarding begins. 

For example: 

• The employee completes personal information.  
• HR prepares employment documents.  
• IT orders equipment.  
• The manager schedules introduction meetings.  
• Payroll prepares salary administration.  

This reduces manual coordination and helps ensure that important onboarding tasks are not forgotten.

How do I connect a workflow template to an onboarding template?

1. Navigate to Settings → Onboarding templates.  
2. Open the onboarding template you want to edit.  
3. Locate the Workflow template section.  
4. Select Add workflow.  
5. Choose the workflow template you want to connect.  
6. Review your selection.  
7. Select Save.  

The selected workflow template is now connected to the onboarding template. 

Whenever this onboarding template is used, the connected workflow will also be included.

How do I change the connected workflow template?

If your onboarding process changes, you can replace the connected workflow template. 

To change the workflow: 

1. Open the onboarding template.  
2. Navigate to the Workflow template section.  
3. Select a different workflow template.  
4. Save the onboarding template.  

The onboarding template will now use the newly selected workflow template for future onboarding processes. 

Note 

Changing the connected workflow template only affects future onboarding processes. Existing onboarding processes continue to use the workflow that was connected when they were created.

Can I disconnect a workflow template?

If your organization no longer wants to use the connected workflow, you can remove it from the onboarding template. 

After removing the workflow: 

• Employees can still complete the onboarding template.  
• Internal workflow tasks are no longer included automatically.  

This may be useful if your onboarding process only requires employees to submit information and does not include internal task management.

What happens when onboarding starts?

When a new onboarding process is created using an onboarding template that has a connected workflow: 

• The employee receives the onboarding experience defined in the onboarding template.  
• Internal tasks from the workflow template become available to the assigned users.  
• Each assignee sees the tasks assigned to them.  
• Task deadlines are calculated using the workflow configuration.  
• The employee onboarding and internal workflow run together.  

This allows everyone involved in onboarding to work in parallel.

What are the limitations?

The following limitations apply when connecting workflow templates: 

• Each onboarding template can only have one connected workflow template.  
• A workflow template must exist before it can be selected.  
• Workflow templates can be reused across multiple onboarding templates if required.  
• Changes made to a workflow template may affect future onboarding processes that use that workflow.  

Important

Review workflow templates before connecting them to ensure tasks, assignees, deadlines, and triggers are configured correctly.

Best practices

Tip

Finalize your workflow template before connecting it to an onboarding template. This reduces the need for changes after onboarding has started. 

Tip

Use descriptive names for workflow templates so it is easy to identify the correct one when multiple workflows exist. 

Tip

Test a new onboarding template with a small group before using it across your entire organization. 

Important

Review the workflow regularly to ensure tasks, assignees, and deadlines continue to match your onboarding process.

FAQs

Do I have to connect a workflow template?

No. An onboarding template can be used without a workflow template if you only need to collect information from new employees. 

Can I connect multiple workflow templates?

No. Each onboarding template supports one connected workflow template. 

Can the same workflow template be used in multiple onboarding templates? 

Yes. The same workflow template can be reused if it fits multiple onboarding processes. 

What happens if I edit a connected workflow template?

Changes to the workflow template will be available for future onboarding processes that use that workflow. Existing onboarding processes continue to use the workflow configuration that was in place when they were created. 

Can I replace the connected workflow later?

Yes. You can edit the onboarding template and select a different workflow template at any time.