What are Workflows in Simployer One? 

Workflows help you automate recurring HR processes and ensure the right people complete the right tasks at the right time. Instead of manually coordinating activities, you can create reusable workflow templates that assign tasks, set deadlines, and notify the responsible people automatically. 

Workflows can support many HR processes, including onboarding, offboarding, position changes, parental leave, rehabilitation, and sick leave follow-up. 

Both Owners and Admins can create and manage workflows. 

What are the benefits of using Workflows? 

Workflows help your organization standardize recurring processes and reduce manual administration. 

Using Workflows allows you to: 

• Automate repetitive HR processes.  
• Ensure important tasks are not forgotten.  
• Assign responsibilities to individuals or groups.  
• Define deadlines for every task.  
• Provide links and instructions directly within tasks.  
• Reuse templates for recurring processes.  
• Monitor the progress of active workflows.  

Using workflow templates also helps ensure that every employee follows the same process, regardless of who starts the workflow. 

What is the difference between a workflow template and a workflow? 

Although the terms are similar, they serve different purposes. 

A workflow template is a reusable blueprint that defines: 

• The trigger  
• Categories  
• Tasks  
• Deadlines  
• Assignees  
• Instructions  

Templates can be used repeatedly without recreating the same process. 

A workflow is an active instance created from a template. Once a workflow starts, tasks are assigned to the relevant people and appear in their task lists. 

Think of a workflow template as the recipe, and a workflow as the meal being prepared using that recipe. 

What is the difference between manual and automatic workflows? 

Simployer One supports both manual and automatic workflows. 

Manual workflows

Manual workflows are started by a user whenever needed. 

Examples include: 

• Office relocation  
• Equipment replacement  
• Internal projects  
• One-time HR processes  

A manual workflow always starts from an existing workflow template. 

Automatic workflows

Automatic workflows start automatically when a predefined lifecycle event occurs. 

No manual action is required once the template has been activated. 

Automatic workflows help ensure that recurring HR processes always begin at the correct time. 

Which automatic triggers are available? 

Automatic workflows can start when one of the following events occurs: 

• First employment start date  
• Employee title changed  
• Position changed to manager role  
• Sick leave reported  
• Employee end date  

Depending on the selected trigger, you can configure the workflow to start before or after the event. 

For example, an onboarding workflow can begin before an employee's first working day, while an offboarding workflow can start before an employee's employment end date. 

Which workflow templates are available? 

Simployer One includes several expert-built workflow templates that can be used immediately or duplicated and customized. 

Each template can be duplicated and adapted to your organization's requirements. 

Who can manage workflows? 

Workflow permissions depend on the user's role. 

*Managers can manage only the workflows they are responsible for. 

Managers can: 

• Edit active workflows  
• Change task due dates  
• Skip tasks  

Managers cannot: 

• Archive workflows  
• Delete workflows  

Owners and Admins can manage all workflows in the organization. 

How do workflow tasks work? 

Each workflow contains one or more categories with tasks. 

Every task can include: 

• A task name  
• Instructions  
• Links  
• A responsible person or group  
• A deadline  

When a workflow starts, the assigned users receive their tasks automatically. 

As tasks are completed, the workflow progress is updated. 

How can I monitor workflow progress? 

After a workflow has started, it appears in the Workflows overview. 

From there, authorized users can: 

• Monitor workflow progress  
• View completed and outstanding tasks  
• Update due dates  
• Skip tasks when necessary  
• Edit workflow details  

Owners and Admins can also archive or delete active workflows when they are no longer needed. 

Best practices 

Tip

Create reusable templates for recurring HR processes instead of creating workflows from scratch each time. 

Tip

Give workflow templates clear, descriptive names so they are easy to identify in the template library. 

Tip

Include instructions and helpful links within tasks to reduce questions from employees and managers. 

Important

Review workflow templates regularly to ensure they continue to reflect your organization's processes. 

FAQs 

Who can create workflow templates?

Only Owners and Admins can create and manage workflow templates. 

What is the difference between a workflow template and a workflow?

A workflow template is a reusable configuration. A workflow is an active process created from that template. 

Can workflows start automatically?

Yes. Automatic workflows start when a configured lifecycle event occurs. 

Can I start a workflow manually?

Yes. Manual workflow templates can be started whenever needed. 

Can I customize the expert-built templates?

Yes. You can duplicate the provided templates and modify them to suit your organization's requirements. 

Can managers manage workflows?

Yes. Managers can manage workflows they are responsible for, including editing workflows, changing due dates, and skipping tasks. Managers cannot archive or delete workflows.