Journeys 🧑‍💻

⚠️ Prerequisites: You must have the “Edit automation rules” permission and have at least one template created.

Introduction ✨

Automatic template selection rules let you automatically choose the right template when creating a journey, whether creation is automatic (via an integration with a third‑party tool) or manual. Result: fewer errors, more consistency, real time savings!

• Where? From the Account tab > ⚡️ Automations.
• For whom? Users with the associated permission. If you do not have it, contact your company’s project lead.
• When to use it? Whenever template selection depends on repetitive criteria such as baseline, entity, country, contract type, and more.

Step‑by‑step 👣

1) Review existing rules

• Go to Account > ⚡️ Automations.
• Review the list of existing rules. Use search or filter by key moment to quickly find an existing rule.

2) Create a rule

1. Click Create a rule.
2. Choose the template you want to select automatically.
   • If no condition is selected, the template will be selected by default on journeys.
3. Otherwise, choose a condition to apply based on:
   • Identification: a field you previously customized in Account > Custom fields (dropdown list). Set up an identification field 🫆
     • For example, if you have a field “Contract type” with an option “Permanent,” you canautomatically select a “Permanent” template only when the contract type is Permanent.
   • Organization: apply the condition based on one of the organizations in your account.
     • For example, if one of your organizations is the country, you can automatically select a template for employees attached to that country.
   • Source data: information needed to create the journey that you do not want to store or edit in Workelo, when using an integration with a third‑party tool.
     • For example, if email_hr = @rhworkelo.eu then automatically select an HR template.

3) Manage your rules (edit, duplicate, delete)

• From the list, use Edit, Duplicate, or Delete to keep your rules up to date.
• Tip: duplicate a similar rule to save time when one or two criteria change.

4) Manage the priority of your rules

You can set a priority on your rules to define the order in which your templates will be selected.

If the rule on template A has priority over the rule on template B, then template A will be selected before template B and therefore the actions in template A will appear before those in template B (for the same date).

How does priority work? You must enter a number between 1 and 9999. The smaller the number, the higher the priority of the rule. For example, a rule with priority 1 will be selected before a rule with priority 2. If two rules have the same priority, the oldest rule will take precedence. You can identify their age by their Workelo ID (visible in the export).
 

5) Effect during journey creation

• Automatic creation via a third‑party integration: the rule enables selection of the template matching the received criteria. Then, the flow applies the template to the journeys.

• Manual creation: the rule enables selection of the template matching the received criteria. Then, you can choose whether to keep this selection before applying it to the journey as you proceed with creation.

   

Frequently asked questions ❓

Do the rules also work for manual creation?

Yes. The rules select a template during manual creation, which you can then remove if needed when creating the journey.

Can we export rules?

Yes, you can export your rules in CSV format for analysis.

What if I do not see the Automations tab?

Check your access permission or contact your Workelo point of contact to enable it on your account.

Maintenance best practices 🧰

• Perform a quarterly audit of your rules and delete those that are no longer useful.
• You can duplicate rules to save time when creating new ones.
• If your context changes, update your rules before the next wave!

⚠️ Prerequisite: Access to journey creation requires a role with the permissions View the Journey page & Create a journey

🎯 What is a test journey for?

With a test journey, you can experience what an employee goes through before launching a real journey.

👉 Create a test journey

1. Click the "+Create a journey" button at the top right of your Journey page
   
    
2. Choose the type of mobilty you want to launch: "Onboarding," "Crossboarding," or "Offboarding."
3. Check "Create a test journey"
   
4. An alias will be automatically added to your email address to distinguish it from your main account. Don't worry, you will still receive the email on your primary address!

That’s it, nothing simpler! You are now setting up a test journey 🤝.
All the other steps are the same as creating a real journey (Create a journey).

✉️ Every stakeholder involved in the journey will receive the first moment of truth, just like in a standard journey (including kit managers). It is therefore advisable to check all the implications.

🧹 You can delete these types of journeys by clicking on the 3 small dots at top right > “Delete journey".

💡 Our tips

• To keep a clean “Journeys” page, we strongly advise you to delete test journeys that are no longer relevant.
• Give your test a clear and precise name so you can easily find it on your journey page.
  
   
• Set an arrival date in the past to have all actions already unlocked and test the entire journey. 

⚠️ If you need to test the electronic signature of a document on the boardee side, you will need to connect to the collaborator interface in private browsing mode, i.e. via the e-mail address automatically assigned to the journey (containing an alias), and not your actor space.

💰 No worries about test journeys

Test journeys will not cost you any credits for journey creation or electronic signatures. 

⚠️ Prerequisites: Access to this tab requires having an active Stakeholder profile.
Your options may also be scoped according to your perimeters. 
Access to journey creation, modification, and administrative functions requires specific rights.

👋 Welcome to the Journeys page!

This is the central space in Workelo that allows you to create, track, and manage your employees' journeys.

Table of contents

ℹ️ Employee identification

• ✋ Close or cancel a journey
• ↩️ Reopen a journey
• ✖️ Delete a journey

🙋 Journey details

📌 Filters

ℹ️ Journey identification

1. Collaborator's first and last name

2. Job title

3. Parent organization

4. Email address

5. Phone number

6. Time indicators

7. Smart tips to help you make this journey a success

8. Option to Update the journey

Don't hesitate to check out this article 👉  Update a collaborator's journey.

9. Additional options:

• ✋ Close a journey

  Closing a journey triggers a congratulations email. The content of this closing email corresponds to the last Moment of truth configured by you.

  👉 The employee's role then changes from "Employee" to "Colleague"; they no longer have access to their journey.

  🔎 The employee's and stakeholders' progress in the journey remains viewable via the "Tracking" view after closure, as well as the administrative section (which will disappear once the purge date is reached).

   

• ❌ Cancel a journey

  Cancelling a journey does not trigger a congratulations email.

  👉 The employee's role changes from "Employee" to "Archived"; they no longer have access to their journey.

  🔎 The employee's and stakeholders' progress in the journey remains viewable via the "Tracking" view after cancellation, as well as the administrative section (which will disappear once the purge date is reached).

10. Reopen a journey

🟢 It is possible to reopen a closed or canceled journey, only if the automatic closure date has not already passed.

✉️ Once the journey is reopened, an invitation is automatically sent to the employee to invite them to log in.

📑 If you simply want to retrieve administrative documents, you do not need to reopen the journey; you can access the details from "View their journey" (see further in this article).

11. Delete a journey

🟢 It is only possible to delete journeys with a "Draft" status, and test journeys.

💡 This will also delete the associated employee profile.

🙋 For all other cases, deletion is not possible. You must then delete the employee's profile from the "Employees" tab (please note that administrative data will be lost and unrecoverable; make sure to save everything beforehand).

⚠️ Prerequisite: Access to this tab requires having the "Modify employee directory" right.

🔎 Journey details

1. Tracking tab

👤 Employee

✅ By clicking "View their journey", you access the details of the employee's journey and the progress for each action.

The progress bar shows the employee's advancement in their journey:

🔵 in blue: the employee's current progress

🔵⚪️ in blue and striped gray: the progress they could achieve based on available actions. Hovering over this area will display the attainable percentage.

⚪️ in gray: unavailable actions that will unlock in the future.

👥 Stakeholders

You can access the list of stakeholders involved in this journey.

✅ By clicking "View their journeys", you access the details of the stakeholders' actions and their progress.

2. Paperwork tab

You have access to the list of forms and documents included in the employee's journey. This list can be filtered by Type or by Display order.

🔎 For each form and document, the status (Upcoming / Blocked / In progress / To validate / Completed / Signed / Downloaded) and the owners are visible. To get more details about the status, hover over it.

💡 Changing the owner of a form can only be done from this tab.

📥 Fields and files filled in forms (only) can be downloaded all at once (ZIP format) via the "Download the paperwork folder" button. This export does not apply to Document-type resources.

3. Feedback tab

You will find the responses to surveys (if you are authorized), and:

• For onboarding and crossboarding journeys

You have access to the pulse checks selected during the Moments of truth.

• For offboarding journeys

You have access to the employee's experience feedback, the exit interview, and the handover space.

📌 Filters

✨ Smart filters

• Active journeys: All employees currently experiencing a journey on the platform.
  (Status: "Scheduled", "Invitation sent" or "In progress")

• Incomplete administrative: All active journeys with at least one form or document not completed whose deadline has been exceeded for 7 days or more.

• At-risk journeys: All active journeys showing signs of advanced drop-off or having given a negative response to one of the Moments of truth in the last 21 days.

• On-track journeys: All active journeys with no identified risk and/or whose administrative section is not overdue.

🔎 Advanced filters

Applied filters are saved locally and will be retained in your next session.

⭐️ My journeys: All journeys in which you are involved, whether as a stakeholder or because you have an action to perform or track.

🧪 Test journeys: All fictitious journeys created via the "Test journey" feature.

📆 Day J: The definition of Day J for a journey depends on its key moment:

• the arrival date, for onboarding.

• the first day, for crossboarding.

• the departure date, for offboarding.

👤 Status: The different states of a journey throughout its experience

• Draft, journey under construction, whose invitation has not yet been sent or scheduled.

• Scheduled, finalized journey, with an invitation planned to be sent to the employee at a later date.

• Invitation sent, the invitation has been sent to the employee, but they have not yet created their account.

• In progress, the employee has created their account and is progressing in their journey.

• Closed, the journey is complete and the employee's access has been deactivated.

• Cancelled, the employee's key moment will not materialize or has been interrupted. Access has also been deactivated.

🔗 Key moment: The moment experienced by the employee:

• Onboarding

• Crossboarding

• Offboarding

🏢 Organisation: The level of your employee's affiliation (lowest level of your organization directory)

📄 Forms: Display journeys matching one of the following related criteria:

• Incomplete, list of journeys that have not yet finalized their forms in their administrative file.

• To validate, list of journeys awaiting validation of a form in their administrative file.

• Complete, list of journeys that have completed all forms in their administrative file. You can quickly view, edit, and download them here.

⚠️ Prerequisite: Access to journey creation requires a role with the permissions "View the Journeys page" & "Create a journey"

Table of contents

👨‍💻 Create a journey

1. 🫆 Complete the identifications

2. 🧩 Select the template(s)

3. 👥 Choose the stakeholders

4. 🔎 Journey details

5. 🏁 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".

• 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 the rule ID present 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!

👥 Being a stakeholder in a journey

An employee becomes a stakeholder in a journey when they are assigned an involvement.

There are 5 default involvements (stakeholders) in Workelo:

• The HR involvement
• The Administrative Manager involvement
• The Manager involvement
• The Contributor involvement
• The Buddy involvement (excluding offboarding)

🎭 The involvements listed here may not match those on your account. This is because they have been customized by your company (see documentation: Customize my stakeholders).

The second way to be involved in a journey is to be designated by name on one of the actions.

Example: an action that must always be performed by the same person, regardless of the employee or the template applied.

Good to know:

• ✅ A stakeholder is required as soon as one of the actions/resources of the applied template calls upon them (with the exception of HR, who is always required).
• 🔢 It is not possible to create an additional stakeholder (involvement), or to assign multiple employees to the same involvement.

🙋 Differentiating 'Stakeholder' and 'Role'

The concept of stakeholder is different from that of a role!

💡Therefore: I can have an "HR" role while also being the Manager of my team member.
Or have an "Administrator" role while being the Buddy of a new hire.

🥸 Which role can be a stakeholder

It is not possible to assign an employee as a stakeholder in a journey if they do not have a sufficient role to complete their actions.

Depending on the role family they belong to, certain involvements are available and others are not (see: role family concept):

• A role in the Administrator/Owner family can have all involvements in a journey;
• A role in the HR family can have all involvements in a journey;
• A role in the Manager family can have the following involvements: Manager, Contributor, Buddy, or be designated by name in a journey;
• A role in the Colleague family can have the following involvements: Contributor, Buddy, or be designated by name in a journey;
• A role in the Collaborator family cannot be a stakeholder in a journey. In this case, they will need to be assigned a different role to create their stakeholder space (see: combining spaces).

⚠️ Pré-requis : L'accès au paramétrage des ressources, des moments de vérité, ainsi que la création de parcours, requiert les habilitations : Accès aux ressources, Accès aux moments de vérité et Créer un parcours. Vos possibilités, en plus, peuvent être scopées sur votre environnement.
 

Sommaire

ℹ️ Vue d'ensemble

👨‍🎨 Lancement du parcours

🙋 Les relances

📄 Validation des formulaires administratifs

🔗 Clôture du parcours

ℹ️ Vue d'ensemble

Workelo utilise un système de notification par mail pour prévenir vos employés qu'ils ont une action à réaliser sur la plateforme ! Le schéma ci-dessous récapitule les principales notifications envoyées aux collaborateurs (boardee, RH, Manager,..) tout au long d'un parcours :

👨‍🎨 Lancement du parcours

Après avoir construit le parcours d'un boardee, vous arrivez sur la fenêtre de finalisation.

Au moment de cliquer sur le bouton "Finaliser" , plusieurs notifications vont être envoyées :

1. Invitation de connexion

Workelo va notifier par mail le collaborateur ainsi que les :

- les différents acteurs impliqués dans son parcours,

- les personnes avec au minimum 1 action à réaliser dans le parcours (kit, tâche, ...) . 

Cette notification permet d'informer les utilisateurs de la mise en place de Workelo et de renvoyer vers un lien de création de compte si l'utilisateur ne s'est jamais connecté.

🙋 Les collaborateurs n'ayant pas créé leur compte sont relancés chaque mardi.

📆 Dans les invitations envoyées aux implications (acteur) Manager et RH (uniquement), un ICS est inclus, permettant de placer un rappel dans l'agenda. Ce paramétrage n'est pas personnalisable à ce jour.

2. Rappel de fin de période d'essai

Une invitation (sous forme d'ICS) de rappel de fin de période d'essai est inclus dans le premier moment de vérité "Invitation au parcours" envoyé aux implications (acteur) Manager et RH (uniquement) à J-30.

ℹ️ Il est envoyé à partir du moment où une date de fin de période d'essai est renseignée pour la recrue concernée.

👉 En cas de modification de la date d'arrivée du collaborateur, les ICS placés dans les calendriers ne seront pas modifiés automatiquement.

💡 Cette invitation est une fonctionnalité système non modifiable/personnalisable.

3. Invitation aux événements

Workelo va notifier par mail les différentes personnes invitées à des événements dans le parcours des collaborateurs.

Si un acteur est invité à plusieurs événements, il recevra un seul et unique mail avec les invitations groupées (ICS groupés) qu'il pourra ensuite ajouter à son agenda (Gmail, Outlook, etc.). 
 

🙋 Les relances

Workelo a mis en place un système de relance par mail pour faire en sorte que personne n'oublie les actions à réaliser !

1. Côté Collaborateur

Le collaborateur recevra un mail de notification bi-hebdomadaire (mardi et jeudi) s'il a des actions sont à réaliser (tâche, contenu, etc.).

✉️ Les collaborateurs n'ayant pas créé leur compte sont relancés 1 fois par semaine, le mardi.

💡 Les collaborateurs sont relancés pour leur parcours jusqu'à 30 jours après l'échéance d'une action non réalisée.

2. Côté Acteurs (RH, Manager, etc.)

Un acteur recevra un mail de notification hebdomadaire (mardi) s'il a des actions en retard (tâche, contenu, kit, etc.), à 10h (heure locale de son organisation).

ℹ️ Une action côté acteur est considérée comme en retard à partir de J+1 de sa date de rattachement. Pour plus de détails 👉 Suivre ses actions côté acteur.

💡 Les acteurs sont relancés jusqu'à 30 jours après l'échéance d'une action non réalisée.

📄 Validation des formulaires administratifs

L'acteur "responsable administratif" du parcours (uniquement) , est notifié lorsqu'un formulaire ayant la mention "à valider" a été complété par le collaborateur.
La complétion de formulaire ne possédant pas cette mention, ne déclenche en aucun cas de notification au responsable administratif du parcours.

🔗 Clôture du parcours

Lorsque le RH décide de clôturer le parcours d'un collaborateur, un mail de notification est envoyé au collaborateur (en intégration et en mobilité) et au Manager.

1. Côté Collaborateur

Le collaborateur recevra un mail de félicitations pour la bonne complétion de son parcours d'intégration (Moment de vérité = "clôture du parcours").

2. Côté Manager et RH

Le manager et le RH du collaborateur recevront un mail les informant de la clôture du parcours.

⚠️ Prerequisite: Editing a journey requires the "Edit a journey" permission.

🏓 If your access allows it, you can track all changes made in each journey with the activity tracking interface.

Table of contents

📆 Shift the D-day

👥 Replace a stakeholder

🧩 Add an action

📝 Edit an action

✖️ Delete an action

ℹ️ FAQ

📆 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.
  ✉️ You can only notify stakeholders (i.e., the people listed in the “Stakeholders” journey section), not other people involved in the journey or the boardee.

🙋 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.

🧩 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:

1. 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).
2. Modification of the template after a journey has been launched (certain changes are not taken into account; see Configure a journey template).
3. Manual modification of action assignments from within the journey.
4. Reassignment of one or more actions by the user initially listed as the owner (see Reassign your actions).

⚠️ Prerequisite: Access to administrative validation requires the "View administrative data" permission.

When a form has the To be validated tag, a validation action is expected on the HR side once the employee has completed it.

Validation can be done in two places:

• At the journey level (Journey page > click on the employee > Find the form in the Administrative section)

• From the bulk analysis tab (see the dedicated documentation)

You then have two options: Reject or Validate the form.

🙅 If you reject it,

• you can add a short note that will be sent along with the notification to the employee (It is possible to reverse this decision by clicking on the 3 dots > "reset").

• the form completion action will be reopened on the employee's side so they can make the requested adjustments and submit it to you again.

💁 After the form has been validated,

• the employee is notified by email

• It is still possible to edit a field in the form (on the stakeholder's side only), by clicking on Edit

• It is possible to download the form (Journey page > click on the employee > click on the Administrative section > Download)

• Once a form has been validated, it then appears as Completed.

⚠️ Prerequisite: Access to this tab requires the "Close or cancel journey" permission.

1. Close a journey

✉️ Closing a journey triggers the sending of:

• A congratulations email to the employee.
  The content of this email corresponds to the final Moment of truth configured by you.
• An automatic, non-customisable email to the manager and HR stakeholders.

The employee’s role will change from "Employee" to "Colleague". They will no longer have access to the platform unless specifically re-invited.

The progress of the employee and stakeholders in the journey remains visible via the "Follow-up" view after closure, as the administrative elements (which will only disappear once the purge date is reached.

2. Cancel a journey

✉️ Cancelling a journey does not trigger any email (neither to the employee nor to the stakeholders).

The employee’s role will change from "Employee" to "Archived" in the employee directory. They will no longer have access to the platform unless specifically re-invited.

The progress of the employee and stakeholders in the journey remains visible via the "Follow-up" view after cancellation, as the administrative elements (which will only disappear once the purge date is reached.

✍️ Unlike closure, cancellation can only be carried out manually (unless a specific flow has been set up on the account).