⚠️ Prerequisite: Access to journey creation requires a role with the permissions "View the Journeys page" & "Create a journey"
Table of contents
👨💻 Create a journey
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🏁 Summary
🏓 Thanks to the activity tracking feature, you can easily track which item was added, removed, replaced, or modified, when it happened, by whom!
👨💻 Create a journey
To start a new journey, click the "+Create a journey" button in the top right corner of your Journeys page, then choose the key moment you want to trigger.
1. Onboarding
New employee: You are directly redirected to the identification page for the future employee, which you need to fill in.
Employee already existing in your database: Click 🔍Search for an employee, then select their name.
🙋 This employee must not have an active onboarding journey, and their role must not be "Archived".
2. Crossboarding
Creating a crossboarding journey is similar to onboarding — you can create a journey for an employee already present in Workelo. Their existing information will then be reused.
- If the employee is not in the employee directory, you will need to create one by clicking "Add an employee".
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For an employee already in the directory, you will need to enter their new position and their new organization. This information will be automatically updated on their employee profile on the start date of their crossboarding (arrival in the new organization or start of their new position).
🙋 If the employee does not yet belong to your organization, you will only be able to retrieve them by entering their exact email address in the field (for security reasons).
💡 Before crossboarding an employee from one organization to another, make sure their former organization has taken the time to reassign their tasks in all journeys they may be involved in.
For a complex crossboarding (with actions to be carried out by both the former and the new organization), we recommend combining journeys:
- The former organization creates an offboarding journey.
- The new organization launches a crossboarding journey (for the arrival).
3. Offboarding
As with a crossboarding journey, you can create an offboarding journey for an employee already existing in the directory. If that is not the case, you can create one by clicking "Add an employee".
The existing information will be reused by default; however, you can modify it.
ℹ️ More information on features specific to offboarding journeys in the dedicated documentation: Offboarding specifics.
Complete the identification details
The identification step is the first step in journey creation. It allows you to enter the essential information associated with the employee, in particular their email address and the date of the movement.
- For the onboarding of an employee, this step is mandatory.
- For crossboarding / offboarding where the employee already has a profile created in Workelo, you can retrieve their information simply by entering their email address in the designated field. Otherwise, you can enter their information by clicking the "Add an employee" button.
🧪 Want to create a test journey? See the following article: Create a test journey 🤖
Follow the steps:
1. Fill in the various identification details. Fields marked with an asterisk (*) are mandatory:
Employee's last name and first name
Email address: this is the address to which the employee will receive their login invitation and which will serve as their login identifier to connect to the platform
Position: define the employee's position
Organization: choose the organization the employee belongs to
...Company-specific identification field(s)
2. Also define the employee's movement date
This date will be used in particular to calculate all the deadlines of your template when you apply it.
📆 If the journey is triggered after the entered date:
Moments of truth and events may be impacted.
Notifications for scheduled events planned before this date (containing the calendar invitation) will not be sent.
Communications scheduled before this date will be sent when the journey is launched.
3. Once all fields have been filled in, click "Next". You are now at the template selection step.
🧩 Choose the template(s)
Templates allow you, in just a few clicks, to automatically apply actions — administrative, kit, task, content, quiz, meeting, exit interview... — to the journey.
👉 Before you start, make sure the various templates have been defined in your library: Configure a template
✨ It is possible to create rules for automatic template selection.
📑 When multiple templates are applied to a journey, the order of actions will be defined as follows:
If the template is configured with a priority in the "Automations" tab
→ Then see section "4) Manage the priority of your rules" in the relevant article (here).If the template is configured in the "Automations" tab but without a priority level entered
→ The order will be defined by the age of the rule associated with the template.
👉 To find this out, refer to therule IDpresent in the rules export file.If the template is not subject to any rule → the order of associated actions will depend on the order in which templates are applied in the journey.
💡 You can combine multiple templates (e.g. a common base template + a template specific to the contract type). In this case, common actions placed on the same date will only be applied once.
👥 Choose the stakeholders
Each of these stakeholders will be associated with a description available to the right of the relevant stakeholder.
Please note:
👥 A stakeholder can be assigned to multiple involvements; however, this is not recommended as it may cause discrepancies when modifying the journey (see related documentation: Edit a journey).
🙋 A stakeholder is mandatory as soon as one of the actions in the applied template calls upon them (except for HR, who is always mandatory).
🚔 Note that users' rights on journeys depend on their role in Workelo, not on their involvement in the journey (see documentation: Understanding roles and rights).
💡 There are 5 stakeholders in Workelo; it is not possible to add new ones, or to assign multiple people to the same involvement.
🔎 Journey details
Once your template(s) have been applied, all actions have been automatically scheduled in the journey and assigned to their respective owner!
You can:
Preview an action by clicking on the associated row.
Adjust an action (edit a deadline, replace an owner...) [👉 Edit an employee's journey], delete one, or add a new one.
💡 Best practice: Make sure actions are assigned to the right people, at the right time, before moving on to the next tab!
🏁 Summary
Make sure your journey is complete by reviewing the summary on this page, and preview the invitations that will be sent to all involved stakeholders.
Then click Finalize at the bottom of the page to launch the journey!