Templates 📕

The employee experience goes beyond the simple onboarding of a new talent. It is built throughout their journey: from their arrival to their offboarding, including internal mobility.

In this article, we present the three solutions offered by Workelo to cover all crucial stages and turn them into strategic opportunities for HR and employees. 

• Onboarding : optimize the onboarding of your new hires
• Crossboarding : a key lever for internal mobility 
• Offboarding : manage departures smoothly

You will also find a video at the end of the article explaining how these three modules coexist within Workelo.

💡 Dive into best practices, real use cases, and the benefits offered by each stage to optimize your entire employee journey with Workelo.

🚀 Onboarding with Workelo: optimize the onboarding of your new hires

From the preboarding phase to complete onboarding, Workelo allows you to create personalized journeys, interactive checklists, and engaging content to ensure a memorable onboarding experience.

📌 Various use cases

• Preboarding: establish a connection with new hires as soon as the contract is signed by sharing a digital welcome guide, introduction videos, and the first-days schedule.
• Onboarding: support new employees with checklists, interactive quizzes, virtual office tours, and an AI-based FAQ to address their questions.
• Follow-up on engagement: monitor the progress of new hires, identify signs of disengagement, and gather feedback to continuously improve the onboarding process.

🤝 Benefits for HR

• Time savings: automation of administrative tasks, online data collection, and synchronization with existing HRIS.
• Efficient follow-up: clear dashboards to monitor onboarding journeys and quickly identify areas requiring attention.
• Personalization: creating customized onboarding journeys for each profile, enhancing the overall effectiveness of the process.

🧘🏽 Benefits for employees

• Warm welcome: access to a digital welcome guide, welcome messages, and team introductions to help them feel integrated quickly.
• Step-by-step guidance: checklists and automatic reminders to help employees navigate through the different stages of onboarding.
• Interactive engagement: varied content such as quizzes, videos, and virtual tours to make learning fun and motivating.

💡 Best practices

• Start preboarding early: establish contact as soon as the contract is signed to build a connection with the new hire and reduce dropout risks.
• Personalize the journey: tailor the content and steps based on the employee’s role and profile for optimal onboarding.
• Involve stakeholders: coordinate managers, mentors, and IT teams to ensure a smooth and complete onboarding experience.
• Collect feedback: regularly gather feedback from new employees to identify areas for improvement and adjust the process accordingly. 
• Leverage technology: use digital tools like interactive quizzes and virtual tours to make onboarding more engaging.

Workelo enables you to transform the onboarding of your new hires into a positive and engaging experience, fostering talent retention and long-term success.

But the employee’s journey within your company doesn’t stop there. Discover our mobility and offboarding features!

👩🏼‍💻 Crossboarding with Workelo: a key lever for internal mobility 

Crossboarding is the solution offered by Workelo to support employees during internal mobility. Whether it’s a promotion, a job change, or returning from leave, this feature ensures a smooth and engaging transition while simplifying HR management.

📌 Various use cases

• Vertical mobility: promotions with new responsibilities.
• Horizontal mobility: job or role changes without a change in hierarchy.
• Geographical mobility: transfers to a different company site.
• Return from extended leave: facilitate the reintegration of employees.
• Seminars and events: support during relocations, acquisitions, or major company events.

🤝 Benefits for HR

• Cost optimization: reducing external recruitment expenses.
• Time-saving administrative processes: automated workflows with forms, checklists, and electronic signatures.
• Progress tracking and feedback: satisfaction surveys and real-time reports to adjust future internal mobility plans.
• Enhanced employer brand: exemplary internal mobility management strengthens the company’s internal and external image.

🧘🏽 Benefits for employees

• Fast and smooth integration: digital welcome guides, manager introduction videos, and personalized checklists.
• Engagement and motivation: structured transition steps, buddy systems, and success celebrations.
• Active listening to needs: satisfaction surveys and feedback collected at each stage.
• Stability and recognition: employees feel valued and guided throughout the process, reducing the risk of disengagement.

💡 Best practices

• Personalize the journey based on the type of mobility: each transition is unique and requires tailored support.
• Involve managers: managers play a key role in the handover of responsibilities and project continuity.
• Track progress through tools like dynamic checklists and automatic notifications.
• Create a motivating environment: include fun elements and highlight key milestones during the transition.
• Collect and analyze feedback to identify areas for improvement and enhance future internal mobility efficiency.

Crossboarding with Workelo turns every internal transition into an opportunity for growth and long-term employee engagement while optimizing HR processes. For more information, contact your Workelo Account Manager!

👋🏻 Offboarding with Workelo: manage departures smoothly

Offboarding with Workelo helps you support employee departures in a smooth and constructive way. The feature centralizes essential tasks: equipment collection, exit feedback, responsibility handover, and post-departure follow-up. Goal: ensure a positive transition while leveraging feedback from departing employees.

📌 Various use cases

• Voluntary departures: resignations, retirements, or end of fixed-term contracts.
• Dismissals: contract terminations initiated by the company.
• Transitions to other entities: departures to another subsidiary or branch.
• Feedback collection: analyze the reasons for leaving to identify improvement areas.
• Management of equipment and access: recovery of equipment and deactivation of IT access.

🤝 Benefits for HR

• Structured processes: automated tasks through dynamic checklists and scheduled reminders.
• Accurate data collection: anonymized surveys and exit interview templates to analyze departures.
• Employer brand protection: prevent the spread of negative feedback outside the company.
• Time savings: a handover space to ensure project continuity without disruption.

🧘🏽 Benefits for employees

• A smooth departure process: departure guides, FAQs, and automatic notifications to support them.
• Recognition and respect: ensure a thoughtful departure to maintain positive relationships.
• Simplified administrative procedures: all documents and processes are centralized.
• Boomerang effect: maximize chances of future re-engagement or positive recommendations through well-managed departures.

💡 Best practices

• Personalize support based on the type of departure: resignations, contract endings, or dismissals each require a specific approach.
• Systematically collect feedback through exit interviews and anonymous surveys.
• Facilitate the handover of responsibilities with a dedicated space to transfer ongoing tasks.
• Create an alumni directory: maintain post-departure connections for potential returns or future collaborations.
• Train managers to handle departures effectively: ensure a human and constructive departure experience.

Offboarding with Workelo is more than just saying goodbye: it turns departures into opportunities for continuous improvement and helps strengthen your company’s long-term image. For more information, contact your Workelo Account Manager!

From my Workelo space, how do these three modules coexist? 🤔

👉 For employees, to learn more, I invite you to check out this documentation.

⚠️ Prerequisite: having at least access rights to your libraries of templates, resources, guides, welcome messages, and moments of truth.

📖 Introduction

The libraries in Workelo contain all the elements necessary to create and customize your journeys:

• 🗂️ Templates

• 🧩 Resources

• 🔭 Welcome guides

• 👨‍💻 Manager's welcome books

• 👋 Welcome messages

• 📩 Moments of truth

All these elements can be shared with the entire account (and thus used in all journeys) or isolated in one or more environments (and thus used in the journeys of those environments).

 

🗂️ Templates

A journey template is a set of time-phased resources assigned to stakeholders at specific moments in the journey.

The template includes actions for both the employee and the stakeholders.

A journey can consist of several templates. Having multiple distinct templates simplifies centralized and/or localized maintenance.

💡 Best practice: a core journey template for all your employees, then specific templates based on country, role, contract type, site...

A template is composed of 3 elements:

• Resources,
• Tasks and events (these can only be added from the template),
• Elements from other libraries: guides, welcome messages, moments of truth.

Note: Our product vision aims to make this more logical by combining all these elements into resources. However, this requires significant work 😅!

 

🧩 Resources

A resource is a future action in the employee's journey. To create a rich and engaging experience, Workelo allows you to create many types of resources:

• A form: allows collecting information and paperwork from the employee or stakeholders. It consists of fields that can be configured from Account > Custom fields.
  Learn more: Create, edit, or delete a form
   
• A document: allows the employee to download, complete, or e-sign a document.
  Learn more: Create, edit, or delete a document (excluding e-signatures)
   
• Content: provides a diverse and engaging learning experience through various formats (PDF, video, external link...).
  Learn more: Create, edit, or delete content
   
• A survey: allows collecting responses or needs from employees.
  Learn more: Create, edit, or delete a survey
   
• A quiz: validates knowledge, raises awareness on key company topics, and simply engages employees.
  Learn more: Create, edit, or delete a quiz
   
• A kit: helps you prepare the employee's arrival with all the necessary materials.
  Learn more: Create, edit, or delete a kit
   
• Communication: allows sharing information with employees or any company stakeholder. Several formats are available: email, SMS, or a secured page.
  Learn more: Create, edit, or delete communication

You can also create events and tasks, but these can only be added from a template.

 

💎 Other Libraries

These include the welcome guide, the manager's welcome book, the welcome message, and moments of truth.

• The welcome guide: allows presenting the company in an onboarding, crossboarding, or offboarding welcome guide for the employee.
  Learn more: Understand the different guides
   
• The manager's welcome book: shares best practices with managers.
  Learn more: Understand the different guides
   
• The welcome message: allows welcoming the employee when their account is created in Workelo.
  Learn more : Understand the welcome message
   
• Moments of truth: deliver key messages and collect feedback through automated emails.
  Learn more: Understand moments of truth

These elements are mandatory in a journey: they cannot be removed.

Their scheduling is fixed as they correspond to specific moments in the journey.

These elements will be added to the journey only once, no matter how many templates are included: one invitation to the journey, one welcome guide, one welcome message...

🏘️ Library Sharing

If your account has library sharing enabled, you can restrict access and usage of your libraries to one or more environments.

Resources can be part of the Shared environment: they will be usable in all your journeys. Alternatively, they can be shared with one or more environments, where only those environments can use them in their journeys.

⚠️ Prerequisites: To edit templates, the "Edit journey templates" permission is required.

Table of contents

🗂️ Create a template

📑 Add resources

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.

📑 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.

• 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)

• 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:

1. In-person training sessions (to be scheduled like e-learning sessions)

2. 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.

3. 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.

4. 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).

⚙️ 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).

• ✨ The onboarding journey : from the welcome guide to the actions to complete to support the arrival of your new hires
• 🔄 The internal mobility journey (crossboarding) : a support guide to assist your employees during their internal transitions
• 👋 The offboarding journey : a departure guide and a handover space to manage end-of-employment smoothly

⚠️ Prerequisite: Access to resource and template settings requires the "Access resources" and "Access templates" permissions.

The duplication of templates allows for quickly copying an existing template to one or more environments, retaining all its resources and parameters. This facilitates the creation of new consistent templates across different environments while respecting the user's access rights. 

✨ The benefits

- Time-saving: It allows for the rapid creation of new templates based on existing ones.
- Consistency: It helps maintain consistency between templates shared across different environments.
- Flexibility: Users can duplicate templates to specific environments according to their permissions.
- Resource preservation: Shared resources are not duplicated, optimizing resource usage.
- Customization: It allows for easily adapting existing templates to new needs or contexts.

⚙️ The conditions

1. Have the appropriate template modification rights (shared and/or non-shared as applicable).

2. To duplicate from shared to one or more environments, you must have modification rights on both shared and non-shared templates.

3. The resources and fields used in the template must be compatible with the destination environments. If not, they will be duplicated and shared to the destination environments.

4. It is not possible to duplicate a template from an environment to the shared environment.

👣 Step by step

1. Go to the "Libraries" tab, then "Templates".

2. Find the template you want to duplicate, hover over the three small dots and click on "duplicate".

3. Select :

- The destination key moment among those activated on the account.

💡 Duplicating a template to another key moment adds the destination key moment to the resources.
👉🏻 When an offboarding template is duplicated to another key moment, the 'exit survey' resource will be ignored.

- the destination environment(s) from those you have access to (⚠️ make sure to remove the initial environment selected by default if it should not receive the duplicated template)

➡️ If the template contains resources/form fields not present in the destination environment (or from the shared environment), they will then be duplicated.

Example: 

Duplication may take a few seconds, please wait until you are redirected to your library 😊

🖇️ Duplicate a template to multiple environments

The resources and form fields that are not already shared with the destination environments will be duplicated and shared to all these environments. This is called multi-environment.

For example, if a resource is shared between the "France" and "Spain" environments, any modification to this resource will impact the associated templates of these two environments.

This is how it appears from your library:

The same applies to duplicated templates 

➡️ If you want the duplicated resources and templates to be independent, you will need to duplicate to one environment at a time. Thus, repeat the operation as many times as there are environments.