Learn How To Give Your New Hires the Best Start

Workflows

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A workflow is a series of tasks that you can assign to an employee. Workflows are an effective way to make recurring processes more efficient and consistent.

One good example of where you might use a workflow template is for onboarding. By setting up a workflow template for onboarding, new hires are automatically assigned a list of tasks to complete to help them familiarize themselves with their new company and role.

How To Create a Workflow Template

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Workflow templates allow you to define a list of tasks for repetitive processes. With a workflow template, you can improve consistency and notify everyone involved in the process when a task is due.

• To start, open the flair HR app in Salesforce and click on Workflows in the navigation bar or via the App Launcher 𓃑.
• You will now see an overview of your existing workflows. Click on the Workflow Templates tab.
• Now click the New Workflow Template button.

• Give your workflow template a name so you can easily identify it later. Select a workflow type from the dropdown – you can choose from Onboarding, Offboarding, and Other. Onboarding workflows can also include an optional widget that the new employee will see on their Employee Hub Dashboard.
• Optionally, you can also add a Description to provide additional info for users.

Adding Steps to Workflow Templates

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Once you have saved your workflow template, you can add steps and tasks. A step is like a phase of a workflow, and can contain multiple tasks. A task is a specific action to be carried out, such as uploading a document or filling in missing information.

Open your workflow template. Click Create the First Step. Give your step a name and then select a trigger. You can trigger a step after all mandatory tasks in the previous step have been completed.

Alternatively, you can set the step to trigger a certain amount of time before or after a specific event, such as the Workflow Start Date or Employee Start Date. Once you have set the trigger, click Add.

To create a task, click Add New Task To This Step below your newly created step. Give your task a name, select which parent step it should belong to, and write a description if needed. Define a deadline and choose whether the task is mandatory.

You can also add video instructions by entering a video URL or attaching a video file to help the user complete the task.

Clicking Next, you can select from various types of tasks, including Upload, Data, Performance Review, or Evaluation.

Each task has a slightly different structure:

• General: A simple task to be completed, e.g. “Write a message to your new team on Slack”. These tasks are completed simply by marking them as done.
• Upload: For when a file or document needs to be uploaded, e.g. “Sign and upload work contract”. You will need to define the document’s Type, Category, and File Format. The task will contain an upload field for the assignee to use.
• Data: For when you require information, e.g. “Enter bank details”. You can define data Fields for this item type. The assignee will see these fields in the task in the Employee Hub.
• Performance Review: Assign a previously created performance review and a reviewer.
• Evaluation: Assign an existing evaluation template to an employee to assess employees or candidates.
• Signature: If you are using the flair eSign integration, you can request e-signatures on documents.

You can also add subtasks to guide the user. While subtasks are not mandatory to complete the step, they will appear in a checklist in the Employee Hub, giving the assignee a step-by-step to-do list to aid them in completing the task.

Clicking Next to the final screen will allow you to select which role is responsible for completing the task:

• Manager: The manager of the person this workflow is assigned to.
• Performance Manager: The performance manager of the person this workflow is assigned to.
• Workflow Assignee: The person this workflow is assigned to, which you will define once you have finished creating your workflow template.
• Employee: Choose any employee to assign this task to.
• Team: Choose a team to assign this task to.

You can also adjust the visibility of the task using the toggle.

e-Signature Requests

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When creating or editing a workflow template, you can select the Signature task to request e-signatures from the workflow assignee and other employees.

You can choose to request an e-signature on an existing document template using the dropdown. Or you can select Upload a Document to add a new document for signing.

Once you have chosen your document to be signed, you need to give the task a name, choose a Document Category, and define who can see the document in the Visibility dropdown. Optionally you can also add notes and sub-tasks to help the assignee complete the task.

On the next screen, you can select who is responsible for completing the task. This should be the main signer of the document. You can also click Add a Signer if multiple people need to sign the document.

Next, click Add Placeholders. This will open a preview of the document to be signed. You can drag and drop a placeholder for each signer’s signature in the document. Now click Done and then Save to finalize. Now, once you assign the workflow template to an employee, the workflow assignee and all other signers will receive a request to sign the document.

To complete a signature workflow task in the Employee Hub, click on the task name to open it and then click the Sign Document button. This will open a new browser tab where you can review the document and add your signature. You can either insert a standard signature of your full name or draw your own signature on the document.

Adding Videos To Workflows

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Sometimes it’s easier to show someone a process rather than explain it in writing. In cases like this, videos can be a great informational format.

There are two ways to add a video to a workflow task. Firstly, you can attach a video file in the Attachments section at the bottom of a new workflow item.

Alternatively, you add paste a video URL in the Video Instructions field. This field supports URLs from video platforms such as YouTube, Loom, and Wistia. Once you assign the workflow to an employee, your video will be embedded in the workflow item in the Employee Hub.

How To Assign Workflows

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Once you have created a workflow template, you can now assign it to people within your organization. To get started, open the Workflows page in the flair HR app and, from the Overview tab, click the Assign Workflows button.

Next, select the workflow you want to assign. Choose the appropriate template type from the All Categories dropdown within the Template field and use the template search function.

Click Next to assign workflows individually or to multiple people at the same time based on location, department, or team.

Once you have assigned a workflow to an employee, they will be notified in the Employee Hub. Depending on their notification settings, they may also receive notifications and reminders via Slack and email.

Please note that you can only assign workflows that contain at least one task.

Completing Missing Data

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If you see an orange warning icon next to a workflow on the Overview tab, your workflow may be missing some essential information. This can happen when the workflow contains a task for which a manager is responsible, but the workflow assignee does not have a manager in flair.

To solve this error, click the down arrow ▼ next to the affected workflow and select Edit. You will then see all the steps and tasks in this workflow so you can identify which tasks are missing information.

Select the down arrow ▼ next to an affected item and click Edit. Click Next until you rech the step named Assignee and then add a responsible employee from the dropdown.

Alternatively, you can prevent this error by making sure that every employee is assigned a Manager. You can do this from the Company Structure page in the flair HR app.

Completing Workflows in the Hub

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When you assign a workflow to an employee, they will be able to see an overview of their tasks in the flair Employee Hub.

First make sure you have enabled the Employee Hub in the flair HR app. You can do this by visiting the Home page and checking the Setup Assistant. From there, you can also invite employees to the Hub.

The Company Email field must be filled in for your assignees to receive the workflow. You can add a company email address in the employee’s record in the flair HR app.

After completing the setup, your assignees will receive an email notification whenever you assign a workflow to them. Clicking the link in this email will take them to Workflows in their Employee Hub and show them a list of tasks to complete.

Alternatively, you can click Workflows in the left-side menu of the Employee Hub to see all of your assigned workflows. Here, you can filter by workflow name, employee, type of workflow, year, and status. Switching the toggle on the right from Workflows to Tasks will show all the tasks within your assigned workflows.

When you click into one of the workflows, you can see a list of tasks divided into steps, along with the person responsible, due date, and status. You can also add and view comments to any task. Mandatory tasks are marked with an asterisk * and steps and tasks that require previous tasks to be completed are indicated by a padlock icon.

To complete a task, click on its status and change it to Completed. You can also mark tasks as In Progress.

Clicking on a task will show you more details, including a task description. For Upload tasks and Data tasks, you can upload documents here or enter the requested data. You will also see any subtasks that may be included. When you complete a subtask, you can click on it to mark it as done; this will also automatically update the status of the parent task. It is not mandatory to mark every subtask as done, but it can help you to check whether you have done everything that is required.

What Happens to Older Workflows?

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1. Previously, workflows only consisted of tasks like below.

2. But now, with the addition of workflow steps, existing tasks will be grouped under a new heading and name called "Step 1" in your workflow templates. Please see the new layout below.

3. Task start dates used to be set individually like below. Start dates are now set at the step level. This means all tasks within a step will share the same start date.

4. With this new update, you will find that your tasks are grouped under “Step 1.” By default, the start date for "Step 1" is related to a specific event known as the "Workflow Start Date.”

If your task's due dates were previously set based on a trigger event other than the "Workflow Start Date," you'll need to create a new step for the trigger event and move your task under that step.

5. This is what setting up a new step for a trigger event looks like:

6. Existing tasks remain unchanged in terms of their content. However, their deadlines may need adjustment according to the new structure.

Commenting on Workflows

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Our comments feature in the Employee Hub enables open and clear dialogue about workflows. Have a question for a colleague? Want to double-check a request? You can comment directly on the topic in the Workflows section.

Simply select the relevant Workflow. You can make and view comments either by clicking on the speech bubble icon in the Comments column or opening a workflow task and selecting the Comments tab.

You can also attach documents and images to your comments, tag colleagues, and use emojis to react to comments.

Inventory Management

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The inventory management feature in flair helps you to keep a detailed record of internal company assets that have been assigned to employees.

This can be particularly helpful when onboarding new employees as you can more easily ensure that they have all the equipment they need to do their job effectively. You can also attach user manuals and setup guides and assign support contacts in case employees have questions.

Adding New Inventory Items

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To add a new asset to your company inventory, open the Inventory tab in the flair HR app on Salesforce.

• Select Inventory in your navigation bar or search Inventory in the App Launcher
• Select the lower tab named Inventories and click the New Inventory button

• Choose a category: Electronic Device, Office Equipment, or Other. Then click Next.
• Fill in the basic information. Inventory Name should be an easily recognizable name for the inventory asset. Choose a manufacturer from the dropdown list and enter the full model name.

• On the next panel, you can select a Support Advisor from the dropdown. This will be the person users should contact if they have any questions. You can also write Support Instructions, add a link to a Support Video, and attach helpful files. Then click Save to finalize your inventory item.

Adding Manufacturers

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You can easily add inventory item manufacturers to the dropdown list for selection. Simply open HR Admin in the flair HR app and select the Dictionaries tab. Select Manufacturer from the list on the left and then click Add Item. Fill in the name of the manufacturer (including the language fields) and click Add.

If you would like to add a more extensive list of manufacturers, you can also upload a CSV file to Salesforce.

Assigning Inventory Items

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Once you have added an inventory asset to flair, you can add multiple items to this inventory asset and assign them to employees. For example, after adding MacBook Air to your inventory, you can create an Inventory Item for each individual MacBook Air in your company.

• In the Inventories tab, click an Inventory Name. Select New Item in the top-right of the page.

• Enter asset information, such as Purchase Date, Net Purchase Price, Currency, and Serial Number. You may also select an Operating System and add any Notes.

Your new Inventory Item will now appear in the Unassigned tab. You can either assign it from here, or click the Assign button in the top right of the page.

Items are sorted by Serial Number. Select the item you want to assign from the Inventory Items dropdown, choose an Assignee, and then select a Location. If you choose Office, you can then choose which office the item is located at. If the assignee typically works from home, choose Home. To finish, click Assign Item.

The assignee will now be able to see their assigned items in the Employee Hub under Profile > Inventory. There they can leave comments and view any attached support documents.

Inventory Item Details and History

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If you would like to add more details to an inventory item or view its history, click on the item’s serial number. This will take you to the Details page.

Here you can view all information associated with that item, add a Warranty Date and Information, and change the visibility of the purchase price and notes.

Scrolling down to the bottom of this page will show you the Inventory Item History, so you can track any changes to the Assignee, Location, and other information.

Offboarding Employees

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When an employee leaves your company, there are a few admin tasks you need to perform to ensure a smooth exit, including calculating remaining absence days and pro-rata salary. We’ll show you what steps you need to take in the flair HR app to make sure employees can leave without a hitch.

Add End Date to Employee Record

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The first step is to go to the leaving employee’s record in the flair HR app. In the Contract section, fill in the End Date field and click Save.

Set Workload End Date

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Next, you need to add an End Date to the employee’s workload. To do this, open the Time and Workload tab in the employee’s record, click the down arrow ▼ next to their workload, and click Edit.

Fill in the End Date field and then Save.

Set End Date for Vacation Policy

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Next, to ensure that remaining vacation days are calculated correctly, navigate to the Absence Categories box on the right-hand side of the employee’s record. Click on an active absence category, e.g. Vacation. Select the Assigned Polices tab and edit the End Date to the last day of the employee’s contract.

If you need to calculate remaining absences for more than one limited absence category – for example, if you have multiple vacation policies assigned to the leaving employee – then you will need to set an end date for each absence category.

Add End Date to Salary

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Finally, navigate to the Salary tab on the employee’s record. Click the down arrow ▼ next to any Employee Salaries or Recurring Compensations to add an End Date. This is important if an employee is leaving in the middle of a payment period (for example the 15th of a month) as it means that the salary can be calculated pro rata.