⚠️ Prerequisites: To edit templates, the "Edit journey templates" permission is required.
Table of contents
Other sections:
- ⚙️ Impact of changes to a template or a resource on already-launched journeys
- 💡 Our best practices
- 🚀 Specific features of offboarding templates
🗂️ Create a journey template
1. To create a template, go to "Libraries" > "Templates"
2. Click on "Create a template", or duplicate an existing template.
3. Select the 'Key moment'
4. Select the environment(s)
🏢 If you want the template to be in the shared space: remove the pre-selected environment.
⚠️ If you select multiple environments:
- Any change will affect all of them, as there is only one version.
- Only users with permissions for all the template's environments will have access to its settings.
- You will only be able to add resources from the shared space or resources that also belong to those same environments.
5. Click on Create
6. Enter the name of your new template.
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Choose the scheduling based on the key moment. Actions will be positioned in time according to the selected date:
- For onboarding, you can choose between the start date and the end of the probationary period.
- For offboarding, you can choose between the departure date and the end of contract date.
- For crossboarding, it will be based solely on the start date. -
For each week, choose the order of the different actions by dragging them below one another.
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You can also preview a resource before adding it to the journey template by clicking the small eye icon.
📑 Add resources
1. Add forms
An administrative form is used to group a set of administrative data (fields to fill in, documents to complete). You can create one or more forms that the employee can fill in at different stages of their journey.
Settings available for forms from the template:
Request validation: If the form needs to be reviewed by an HR, check "to be validated". They will be notified upon completion and will be able to validate or reject it by providing a reason.
If a form meets both of the following conditions:
- Placed at the start of the journey
- The "to be validated" option is enabled on the form (via the template)
then, as long as it has not been completed by the employee and validated by the administrative manager, the rest of the journey will be locked for the new hire - they will not have access to their actions
💡 This rule is designed to allow you to condition access to the journey for the new hire based on the accurate completion of their administrative data. It is therefore not necessarily relevant for all use cases related to this type of resource!
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Notify upon completion: It is possible to select recipients who will be notified when the form is completed, either at the template level or directly within the journey by clicking the "✏️" icon.
💡 If the form is to be validated, the "Administrative manager" implication will be selected by default and cannot be unchecked.
👀 This notification is for informational purposes only; it does not grant access to the form if the recipient is not associated with a role giving them visibility over administrative data (see roles and permissions documentation).
Restrict access to the form: This feature allows you to protect extremely confidential and sensitive data (example: the journey of a very senior employee). For more information, refer to the article on forms.
2. Add documents
Documents to download or complete : See associated documentation
Document to sign: See associated documentation
3. Add Kits
A kit is a resource you want to prepare for the arrival of your employees. One or more people will be in charge of managing this kit (see documentation).
No more scrambling on day one because nothing is ready for your new employees! 💪
Kit objectives:
Inform and coordinate the various kit managers
Give the employee visibility on the preparation of their equipment
Examples: Badge, computer, tool access...
4. Add Content
A content is a digital resource (URL, file) made available to the employee at a given point in their journey (see documentation).
For example: a PDF file or a video.
The objectives of the content are to:
Give the employee the right information at the right moment in their journey
Track the employee's progress as they go through the content
Content ensures access to information and effective skill development! 💪
5. Add Tasks
Tasks are designed to create specific actions to be completed by the employee or stakeholders. They can include a link or a file as an attachment.
⚠️ A task can only contain one link or one file.
If you want to share multiple files or links, create as many tasks as there are items.
Tasks give the employee or stakeholder a reminder about an action to complete or information to provide, in order to:
Be ready for the employee's first day
Facilitate skill development and onboarding into the role
Ensure actions are properly completed
Examples:
Register the employee in the personnel register
Have met 3 clients
Follow us on LinkedIn (with the company LinkedIn link attached)
Set up your email signature
I have received my Welcome Pack
Register for the safety training via the intranet (with the intranet link attached)
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Schedule the occupational health appointment...
6. Add Events
This feature allows you to offer an integration calendar so that the future employee can know their upcoming events (at least during their 1st and 2nd integration week), thereby boosting their engagement.
Each event added to a journey will be automatically inserted into the dedicated module available at the start of the journey, titled "Schedule to discover - My integration calendar".
🕙 It is possible to select a time zone.
6.1. Types of events
You can add an event from the "Employee" or "Stakeholders" view of your template.
There are 2 types of events you can add to a template:
An event scheduled at a fixed cadence. For example: for all employees, on their arrival day at 9am, a welcome breakfast is planned.
An event to be scheduled by one of the stakeholders (HR, manager, ...). For example: an end-of-probationary-period meeting to be scheduled by the manager.
6.2. Objectives of an event
We recommend using events in your templates for 4 main use cases:
In-person training sessions (to be scheduled like e-learning sessions)
Regular check-ins with the manager and/or HR
Our tips: daily or near-daily one-on-ones during the first week, weekly during the first month, and more sporadic until the end of the integration period.Team integration: meetings/team-building activities
Our tips: meet each team member to get acquainted and start building connections; organize team lunches or coffee chats.Company integration
Our tips: organize visits and introductions to other departments, activities, and sites so the onboardee better understands their role.
6.3. Event settings
Event title: Define the purpose of the meeting.
Participants: You can add as many participants as you wish, as long as they already exist in your Workelo employee directory - either by selecting an implication (e.g. HR) or by typing the employee's name.
👤 The employee is included in all events by default.Location: Specify where the event will take place.
Date and time:
2 options are available: "Choose the date" or "Let the organizer choose the date":
Option 1️⃣: Set the date based on the employee's arrival date. For example, if you create a Week 1 Day 1 event from 9am to 10am, the employee will automatically have that event on their arrival day.
Option 2️⃣: Let the organizer choose the event date.
If you do not know when the event will take place, you can let the organizer choose. You will then need to select a scheduling action date.
The organizer will have a scheduling action on their side. The employee and other participants will be notified of the event by email - including a calendar invitation - once it has been scheduled by the organizer.
🌟 The organizer can be identified in the "participants" section. You can change the organizer by clicking the star next to the participant.Objectives: You can specify the meeting objectives and/or any useful comments to help participants prepare for the appointment.
💡 Our tips: Schedule events during the 1st and 2nd weeks of arrival - this lets the employee know before they even start that they already have time scheduled with members of the company. Beyond that, appointments can be made directly in professional calendars.
A few examples: Schedule training sessions, check-ins, informal coffee chats, welcome lunches and breakfasts, buddy meetings... You can let the organizer choose the date and time of the event themselves if needed.
7. Add Quizzes
A quiz is an element you can trigger punctually at the end of a series of training sessions or a transition period, to track the employee's understanding throughout their journey (see associated documentation).
8. Add Surveys
A survey is a series of questions intended for the employee only. It is designed to gather specific information from the employee or collect feedback on their journey, for example (see associated documentation).
👥 Survey results will only be visible to the people selected via the template.
🚩 The Survey section is only available on the employee side and not on the stakeholder side, as this resource is intended exclusively for boardees.
9. Add Communications and secure pages
A communication will be set to "automatic" by default; however, it is possible to assign a manager via the template to make its sending manual (see associated documentation for communications here, and for secure pages here).
These actions cannot be removed from templates - they are included by default.
However, if you apply multiple templates to the same journey, there will be no duplicates (they will merge).
⚙️ Impact of changes to a template or a resource on already-launched journeys
1️⃣ Editing a template
When you edit a journey template (Libraries > Templates), already-launched journeys are not affected.
Use cases:
I change the deadline of a content in a template = no impact
I add a new resource to a template = no impact
I remove a resource from a template = no impact
Only new journeys launched after the edit date (addition / modification / deletion) will benefit from the changes made.
This rule applies to all resources in a template (form, kit, content, quiz, survey, email, task, event).
2️⃣ Editing a resource
✅ When you edit a resource, the journey templates containing that resource are updated (example: adding a question to a survey means the template(s) containing that survey are updated).
✅ When you modify a resource, launched journeys containing that resource are also updated in the following cases only:
- You modify a kit: changes (renaming, logo update) will be visible.
- You modify a content: changes (renaming, replacing a link or document) will be visible.
- You modify an administrative field associated with an administrative form: changes (renaming, replacing a template, adding a dropdown option) will be visible.
- You modify a communication: changes (renaming, text update, recipient or subject change) will be visible (unless it is to be sent by a manager who has already opened the action).
- You modify a quiz: changes (renaming, adding a question) will be visible.
- You update the file in a document: changes will be visible.
❌ However, when you edit a survey or a form, launched journeys containing those resources are not updated.
💡 Any resource deletion affects launched journeys: the element will no longer be available.
⚠️ Changes only affect items not yet started / completed by the employee.
E.g.: if I modify a quiz that an employee is currently completing, they will not benefit from the new version.
💡 Our best practices
We recommend creating 2 types of templates:
- A core template, generic and common to all your employees.
- Specific templates, customizable by department, contract type, business unit, ... (e.g.: Sales, Safety, ...).
This way, when launching a journey, you can apply your core template + a job-specific template + a contract-specific template, for example!
Be careful not to duplicate actions: for example, do not include the same action in both your core template and your specific template.
⭐️ During preboarding
An integration journey can start at week -4 and end at week +12, for example, depending on the number of elements you want to push.
There should be as many actions as possible during preboarding to stimulate and engage the employee.
A maximum of around ten actions per weekly block to avoid overwhelming the future employee.
Vary the resources: content, forms, quizzes, surveys...
1 to 2 surveys during preboarding (for example to introduce themselves to their team).
1 to 2 quizzes during preboarding (raising awareness on CSR/Disability/Safety topics and testing knowledge about the company).
2 forms during preboarding.
👉 Celebrate and confirm the choice
Thanks to the moments of truth that are sent automatically, you can address a message to your future employee. You can also set up an email communication celebrating the employee's arrival with key information, one week before their start date.
👉 Stimulate interest and engagement
Offer employees engaging content to discover the company, their future work environment, future tools... as well as invitations to upcoming events (day-one welcome by the manager, first manager/employee check-in, team breakfast, lunch with their buddy, informal coffee...). Offer an attractive welcome booklet and 1 or 2 quizzes - for example, a quiz at week -2 raising awareness on CSR and disability initiatives, and a quiz at week -1 to test the employee's knowledge of the company. Prepare a welcome pack with a kit...
👉 Facilitate social connection
By providing information about the company's history, the org chart, an email from the manager, testimonials...
👉 Proactively prepare for the role
Provide visibility: use content to present internal tools and processes.
Manage operational friction: 2 forms during pre-boarding - at minimum 1 at the time of first login to set up the employment contract, while other non-priority forms can be pushed later to avoid slowing the employee down.
⭐️ On the first day
Pay close attention to the employee's first day: the goal is to keep supporting them without overwhelming them as they discover their new role.
- Inform: use events to let the employee know they are expected for welcome meetings.
- Hand over the welcome pack, access credentials, and office equipment.
- Use tasks as reminders - for example, to check that they have received their welcome pack, set up their email signature, discovered the intranet...
- Offer a survey on recruitment satisfaction.
⭐️ During Onboarding
During onboarding, the focus is on gathering feedback and supporting the employee's skill development. Generally, there are fewer actions during the onboarding phase as many things will happen directly on-site.
👉 Gather feedback
It is essential to regularly collect feedback from new hires to adjust their integration. This can be done through 3 or 4 progressive surveys - such as feedback on the recruitment process in the first week, a quick report after two weeks, a candid feedback report after two months, and a training needs survey around week 12. These check-ins help adapt the integration journey and identify potential improvements.
👉 Support skill development
Onboarding is an opportunity to develop the employee's skills. The goal is to help the employee get up to speed quickly by acquiring the necessary competencies. This can include concrete actions such as offering specific content on company tools, internal policies (referral programs, bonuses) and practical processes (expense reports, leave requests, etc.). This helps the new hire quickly align with company procedures and culture.
👉 Maintain achievable objectives
It is recommended to define clear actions to be completed each week to ensure the employee always has goals to work towards. For example, set three actions per week while keeping some flexibility, with certain weeks having no specific tasks. This pace maintains engagement while ensuring steady progress.
👥 Stakeholder-side actions
You can assign actions to a stakeholder who will be designated later, or to a named individual.
For stakeholders, you can choose between HR, Administrative manager, Manager, Contributor and Buddy: these individuals will be designated at the time the new hire's journey is launched in Workelo. You can edit the label of these stakeholders if needed (example: rename "administrative manager" to "payroll manager").
💡 Prepare the employee's workstation before their arrival - task to be done by the manager, who will be designated by name at a later stage.
Alternatively, you can assign actions directly to a specific person - for example, you can assign a task to a generic email address or a named individual, but only if it is always the same person or department handling that task whenever the template is applied to an employee.
💡 Set up the computer and access credentials for the new employee - to be done by the IT department, as they will always be responsible for this action, so I can directly set the IT department's email as the responsible party.
🚀 Specific features of offboarding templates
Offboarding journey templates include a few specific resources (see documentation).