⚠️ Prerequisite: Editing a journey requires the "Edit a journey" permission.
🏓 If your access allows it, you can track all changes made via the activity tracking interface.
Table of contents
📆 Shift the D-day
1. In the left-hand tab bar, click on "Journeys"
2. Select the desired employee from the list, the desired employee from the list, or use the search bar;
If you cannot find them, try removing the "my journeys" filter on the right.
3. The journey page opens on the right. Click the "Edit" button;
4. Go to the first step: "Identification";
5. At the bottom of the page, update the date;
A window opens offering you the option to check:
'Keep the initial date of actions' ▶️ By default, actions will be rescheduled according to the new date.
'Notify the journey stakeholders of this change' ▶️ By default, no stakeholder is notified when the date is changed.
💡 It is not possible to send a notification to the employee when the date is changed.
🙋 Actions added manually to a journey (outside of a template) will not be moved automatically, as they are linked to a specific date rather than a scheduling cadence. This must be done manually.
👥 Replace a journey stakeholder
1. Click on the "Stakeholders" step and update the email address of the Manager or HR. Once the email has been updated, click "Next";
2. By default, actions will be reassigned to the new owner, unless you check "Keep X as the owner of the actions".
👮♀️ For security reasons, it is not possible to reassign the signature of a document, even if it has not yet been generated for signature. You must reset the resource in the journey (remove it and add it back).
3. Then click "Next" and manually verify that actions are correctly distributed.
⚠️ Important note if the same person has multiple roles (Example: Manager and Buddy): an action is linked to a user, not a role.
👉 Imagine that, according to the template applied to a journey, action X must be assigned to the "Buddy" stakeholder. In this case, it is Mr. Y who holds that role in the journey. However, Mr. Y is also the "Manager".
- Result: action X will not be linked to the "Buddy" role, but directly to Mr. Y. In other words, the system retains the person, not the role.
Now, if you replace the "Buddy" by assigning Ms. Z instead of Mr. Y, and you do not check the option to keep the initial stakeholder as the action owner, Workelo will reassign action X to Ms. Z.
- Why? Because at the time of assignment, action X was linked to Mr. Y as a person, not to the "Buddy" role. The system will therefore make no distinction based on the initial role and will transfer the action accordingly.
💡 In this type of situation, manual reassignment is therefore recommended.
🧩 Add an action
You will then reach the steps covered in the Create a journey article, where you can add, edit, or delete specific elements just as you would when creating a journey.
Go to the "Journey details" step.
By clicking on one of the tabs, you can add an element:
1. Form
At this step, you can add or remove administrative forms requested from the employee.
2. Kit
Choose the various kits and equipment to prepare for your employee's arrival.
3. Content
At this step, you can:
Add or remove the content your new employee will have access to during their journey
Adjust the scheduling of content over time by setting an availability date and a deadline to complete or mark the content as done.
This ensures a smooth skills development process for your employee!
4. Quiz
A quiz can be integrated into your employee's journey.
5. Tasks
This step brings together all the tasks and milestones to be completed during the journey, for the company or for the new employee.
You can attach a web link or a file to each task.
6. Events
Add the events that will mark the milestones of the onboarding period.
7. Email
Add pre-filled email templates that journey stakeholders can send to various employees.
8. Proceed to the finalization page by clicking "Next".
📝 Edit an action
In the "Journey details" step, the elements from the template associated with this employee appear in the selected tab. By clicking on an element, you can edit it.
✖️ Delete an action
To delete an action from the journey, click the trash icon on the right of the block. Then confirm the deletion in the window that appears.
🏁 Finalize the journey
Don't forget to go back to the "Finalization" tab and click the "Finalize" button to notify the relevant stakeholders of any additions and changes.
ℹ️ Frequently asked questions
When can a journey be edited?
A journey can be edited at any time, whether before or after finalization, or even after the employee's arrival or departure date.
Who can edit a journey?
Users with the "HR" role, unless administration rights have been customized for your organization. However, you can only view and edit journeys for employees within your scope, which is often defined by region or department.
One or more actions are not assigned to the right person
Discrepancies in action assignments can be explained by several factors:
- Modification of one or more stakeholders in a journey (when actions are reassigned, it is no longer the initial role that is linked to the action, but the person originally involved).
- Modification of the template after a journey has been launched (certain changes are not taken into account; see Configure a journey template).
- Manual modification of action assignments from within the journey.
- Reassignment of one or more actions by the user initially listed as the owner (see Reassign your actions).