⚠️ Prerequisites: To configure guides, you need the "Access to guides" permission.
✨ Guides (or booklets) are customizable digital spaces that centralize all the essential information your employees need throughout their journey at the company.
Accessible at any time, they serve as a reference to support each key moment: onboarding, crossboarding, or offboarding.
Workelo offers four types of guides tailored to different stages and recipients:
👉 For employees
- The welcome guide (Onboarding): designed for new hires during their onboarding
- The crossboarding guide (Crossboarding): for employees going through a crossboarding
- The offboarding guide (Offboarding): to support departing employees smoothly
👉 For managers
- The manager's welcome book: Available for all key moments, it helps managers effectively support the members of their team.
Each guide can contain practical information (useful contacts, internal procedures, directions, company values, FAQ...), enriched with visual elements (videos, images, colored text) to offer an engaging and memorable experience.
Table of contents
📚 The different types of guide
📚 The different types of guide
🙋 Guides for employees
Onboarding
📕The welcome guide is shared and accessible to all your new employees during their onboarding period. It serves as a first immersion into the world of your company, its history, its values, and its team.
Its role is also to centralize all the information your employees will need (useful numbers, useful addresses, how things work, health insurance...) and which they can refer back to quickly.
Crossboarding
📕The crossboarding guide is shared and accessible to all your employees during their crossboarding.
Its role is to centralize all the information your employees will need (useful numbers, useful addresses, information about the future workplace...) and which they can refer back to quickly.
Offboarding
📕The offboarding guide is accessible to employees at any point during their offboarding journey. Its role is to centralize all the information your employees will need (useful numbers, useful addresses, health insurance cancellation...) and which they can refer back to quickly.
💬 Our recommendations:
- Use text with clearly defined headings per section.
- Add images to make your page more engaging for the employee: YouTube videos, images, colored text, etc.
- Make your content compelling by using action verbs, emojis, etc.
- In this guide, you can present the company in broad strokes, include a quick welcome message, the company values, safety guidelines, the organizational chart, the company glossary, a presentation of the premises / directions, etc.
🙋 The guide for stakeholders
📕The manager's welcome book has been designed for HR teams to guide the managers who will take part in their team members' journeys. Just like the welcome guide, it is designed to share guidelines, best practices, procedures, etc. with teams.
👀 This guide is accessible to managers at the top of their "Actions" tab, and is the same for all key moments.
💬 Our recommendations:
- You can provide the manager with some practical information about Workelo: that they will be completing actions here for their employee's onboarding, and that they can learn more about the employee through their profile.
- You can also raise awareness among managers about key actions, such as the importance of a welcome lunch, regular check-ins with the employee, communicating to the team ahead of the new arrival, mandatory training, etc.
- Generally, the guide should have 3 to 5 pages maximum: the goal is to engage managers. Keep your pages concise and get straight to the point!
- Use text with clearly defined headings per section.
- Add images to make your page more engaging for the manager and make your content compelling by using action verbs and emojis.
🎨 Add, edit or delete a page
1. In your side menu, click on the Libraries > Employee guide or Manager's welcome book tab
2. Select the desired guide
3. Select the relevant key moment from the dropdown menu (Onboarding, Crossboarding, Offboarding).
🏡 For accounts with environment-based partitioning, you can choose which environment you want to edit the guide for.
When you configure pages in a specific environment, they are added to the Shared environment pages (they do not replace them); the employee will therefore have access to the pages from their environment + those from the Shared environment.
🙋 Page customization:
Guides cannot be customized by job function, position, or contract type. If you want to share information that only applies to a specific category of employees (for example: sales staff only, permanent contracts only, headquarters only...), do not include it in the guide.
🥇 Best practice:
- For information common to everyone → use the guide pages
- For targeted information (job function, position, specific profile) → create a Content resource (see associated documentation) that you will add only to the relevant templates
This distinction ensures that each employee receives the right information at the right time, without overloading the guide with content that only applies to part of your workforce.
4. To add a page, click on the "Create a page" button at the top right of your screen.
Upload a small icon
Choose a clear and concise title
Write the page content (you can add images, links, YouTube videos, etc.)
-
Click "Save"
💡Recommendations:
- Use short, clearly defined headings per section.
- Add YouTube videos, images, colored text, etc. to make your page engaging.
- Make your content compelling by using action verbs and emojis.
- For more inspiration and use cases, see the relevant section at the end of this article!
5. To edit a page, click on the "✏️" icon; a new tab opens with your guide page in edit mode.
Once your changes are done, click "Save" to publish the updated page.
6. To delete a page, click on the "Trash" icon.
🙋 Immediate effects of updates:
All edits and deletions are permanent. It is not possible to undo them.
All edits and deletions are immediately applied to already active journeys. Any adjustment is therefore immediately visible to users.
🔁 Change the page order
To change the order, move pages using Drag and Drop. To do so, click and hold on the page, drag it to the desired position, then release. No need to confirm; the change has already been saved!
🔢 Prioritize the importance of your pages and keep a logical order; always place key information first. For example, start with a message from management, then a quick company overview, the organizational chart, and finish with directions to the premises or key contacts.
✋ Offer a maximum of around ten pages to your employees to avoid overloading the guide, which will encourage them to actually read it.
💡 Inspiration and use cases
Welcome guide (Onboarding)
- Present the company: history, values, organizational chart, company culture
- Centralize practical information: useful contacts, emergency numbers, directions to the premises
- Share safety guidelines and internal regulations
- Present the company- or industry-specific glossary
- Share a welcome message from management
Crossboarding guide (Crossboarding)
- Facilitate the transition during a promotion or a role change
- Centralize practical information: useful contacts, emergency numbers, directions to the premises
- Share safety guidelines and internal regulations
- Support a return from leave (parental leave, sabbatical, etc.)
Offboarding guide (Offboarding)
- Explain the offboarding procedures: administrative steps, equipment return
- Inform about health insurance cancellation and other benefits
- Centralize useful contacts for the exit process
- Facilitate the transition with information on remaining leave balance and HR documents
- Communicate about the Alumni program where applicable
Manager's welcome book (All key moments)
- Share HR best practices for onboarding, crossboarding, or offboarding
- Centralize internal guidelines and processes
- Provide tools to facilitate welcome check-ins and follow-up
- Standardize management practices across the entire company
💡 Tip: A welcome guide is consulted on average for 40 minutes during the first 3 logins by the employee. Investing time in creating engaging and comprehensive guides is therefore a worthwhile investment in the employee experience!