Onboarding

Make your first impression count. You can use flair to create a consistent and automated onboarding experience. Learn how to quickly bring new hires up to speed and improve employee retention.

Learn How To Give Your New Hires the Best Start

SalesforceEmployee HubWorkflowsDocuments

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.
Create workflow templates in the flair HR app on Salesforce
  • 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.

Add the first step in your workflow

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.

Add specific tasks to your workflow

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.

Choose which type of task to create and if needed add subtasks

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.

Assign a person responsible for the task

If your workflow includes a task that is assigned to a manager, the manager will be able to view and edit tasks assigned to employees.

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.

To use Signature workflow tasks, you need to enable the flair eSign integration. To do this, go to HR Admin > Integrations > eSign. This integration is an optional paid add-on.

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.

Add a Signature task to a worklow template

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.

Add signers to e-signature tasks

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.

Add signature placeholders to a document

If there are multiple signers, the workflow will include one signature task for each signer once the workflow template has been assigned.

There will be one signature task for each signer once the workflow template has been assigned

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.

Signing a document using flair

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.

The Overview tab shows you all of your workflows, including workflow assignees, categories, progress, closest task due date, and which template the workflow is based on. You can also edit or delete workflows by clicking the down arrow ▼.

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.

Assign a workflow to employees or teams

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.

You can also assign a workflow to multiple people at once

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.

Warning icons indicate workflow tasks with errors like 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.

Manually adding an employee responsible for the task can solve the issue

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.

An overview of workflows in the flair Employee Hub

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.

Steps can be expanded to see a view of all the tasks within it

Please note that workflow tasks assigned to other people may not be visible to you. If you have completed your mandatory tasks but the next step is still inactive, then another person may not yet have completed their mandatory tasks.

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.

A detailed view of a workflow task in the Employee Hub

What Happens to Older Workflows?
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Important Notice: Customers with pre-existing workflow templates need to review and reconfigure these workflows to align with this new flair update. Here’s what you need to know.

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

An example of the old workflow structure

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.

Legacy workflow tasks grouped under a new step

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.

Changes to task start dates and deadlines
New way of setting start dates at the step level

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.

Editing start dates for steps via new triggers

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

The difference between setting task start dates the old way and the new way
Setting triggers to define the start date of the Step

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

Setting deadlines for tasks in the new workflow 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.

An example of comments on workflows in the Employee Hub

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
Adding new inventory items in flair
  • 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.

flair comes with a default set of manufacturers that you can select from the list. Check our guide to add more manufacturers.

Adding inventory basic information
  • 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 inventory basic information

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.

Adding manufacturers to the dictionary in flair

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.
Assigning inventory items in flair
  • 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.
Assigning inventory items in flair

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.

Assigning inventory items in flair

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.

View inventory details and history

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.

View inventory details and history