Create a workflow

Build automated workflows using groups, steps, and participants.

Introduction

Workflows in Worknice help automate repeatable people processes, such as onboarding, pre-employment checks, compliance tasks, and employee setup.

A workflow is made up of:

Groups – collections of steps that trigger at the same time
Steps – individual actions, such as assigning paperwork or creating a task
Participants – the people who are added to the workflow
Runs – each person’s individual instance of the workflow

Before You Get Started

You must be an Account Owner or have the appropriate admin permissions to create and manage workflows.

It’s best to plan your workflow before building it. Think about the key stages, what should happen at each stage, and who should be responsible.

Getting Started

Go to Workflows from the left-hand menu.
Click Add workflow.
Give your workflow a clear name, such as Onboarding - support staff, Offboarding, or Rem change.
Save the workflow.

Once created, you can configure the workflow from the Settings tab.

Step 1: Create Groups

Groups are used to organise workflow steps that should trigger at the same time.

For example, an onboarding workflow may include groups such as:

Pre-employment check
Employment setup
First day tasks
Post-start follow-up

Each group has its own trigger timing, such as when the workflow is activated or a specific time before or after a start date.

Step 2: Add Steps

Steps are the actions that happen within a group.

To add a step:

Open the workflow.
Go to the Settings tab.
Find the group you want to add the step to.
Click Add step.
Choose the step type.

Available step types include:

Paperwork – assign paperwork such as forms, documents, or certificates
Task – assign a task for a participant or internal team member

Paperwork and tasks are assigned from templates. Create paperwork and task templates first.

Each step inside a group will trigger at the same time as the group.

Step 3: Configure Each Step

Changes apply to new participants only. Active workflow runs will continue using their current configuration.

Use clear step names so admins can easily understand what the workflow is doing.

For each step, configure the details required.

Paperwork step

Choose the paperwork that should be assigned, such as:

Right to work check
Police clearance
Medical check
Working with children check

Choose the due date.

Task Step

Use a Task step when you want Worknice to create a task as part of the workflow.

Task steps are commonly used for internal actions such as:

Procuring equipment
Setting up system access
Completing induction activities
Scheduling meetings
Preparing first-day requirements

To configure a task step, complete the following fields:

Step Name

Enter a clear name for the step.

For example:

Procure laptop
Set up email account
Schedule first week check-in

This name helps admins understand what the workflow step is doing.

Task Template

Select the Task template that should be used for this step.

The template controls the task details and instructions that will be assigned when the workflow runs.

Assignee

Choose who should complete the task.

For example, you may assign the task to:

A specific person
A manager
Another workflow participant, depending on your configuration

If you choose A specific person, select the person from the dropdown list.

Due Date

Set when the task should be due.

This is configured as a number of days after the task is assigned.

For example:

2 days after assignment means the task will be due two days after Worknice creates it.

Save Changes

Once the task step is configured, click Save changes.

Step 4: Add Participants

Once your workflow is ready, add the people who should enter the workflow.

Open the workflow.
Click Add participants.
Select the people you want to add.
Confirm your selection.

Each participant will start their own workflow run.

What Happens Next

Once a participant is added:

Worknice creates a workflow run for that person
Groups trigger based on their configured timing
Steps are assigned automatically
Admins can monitor progress from the workflow

Best Practices

Keep workflows simple to start, then expand over time
Use groups to organise actions by timing or stage
Add clear names to each group and step
Test a workflow with one participant before rolling it out broadly
Review active runs regularly to make sure everything is progressing as expected

You're All Done!

You’ve now created a workflow and can begin using it to automate repeatable people processes in Worknice.

If you have any questions, please reach out to help@worknice.com or through the help section within Worknice.