Other libraries 📚

⚠️ Accessing the settings for these fields requires the "Edit identifications" permission.

When creating a new employee/journey in Workelo, it is often essential to collect information specific to your company — such as the contract type or an internal employee ID number.

These identifications allow you to collect information in two places :

• At the journey level:

• At the employee level:

👉 Default fields are available, but you can configure your own additional fields to properly identify your employees and journeys (contract type, employee ID, etc.).

✍️ Create/edit an identification field

In the 'Account' section, open the "Identification" page.

You can:

1. Edit an existing field by clicking on it
2. Create a new field
3. Adjust the display order of fields.

Fill in all the required information:

• Field type: Text, Dropdown, Date.
• Field name
• Technical identifier (especially if this data needs to be entered and/or used as part of an automated integration)
• Where to display this field (at the creation of the journey, the employee, or both).
  👉 Use case examples:

Information	Identification level
Phone number	Journey and Employee
Contract type	Journey only
Employee ID number	Employee only

• Option to enforce a format (Regex)
• Make this field mandatory
• Use the field as a variable in a communication.
• Choices (for dropdown lists)

💡 Good to know

Identifications are created at the Workelo account level, not at a specific environment level. They are therefore shared across all your environments.

Key management rules

• ❌ Deleting an identification permanently erases the data collected through that field.
• ➕ Adding a new identification does not apply it retroactively to already-created journeys or employees.
• 🔃 Changing the field order affects their display order in the interface (employee profile, journey page).
• 🆔 For a phone number field type, create a text field with the technical ID phone_number.

Special cases for dropdown lists

• Deleting a list option does not erase already-collected responses.
• Editing an option does not retroactively update previously entered values.

⚠️ Prerequisites: having the right to access / edit the welcome messages of the Shared environment or your scope.
 

The welcome message is the first digital touchpoint between your company and your employees on Workelo, whether for their onboarding or their crossboarding. It is the gateway to their experience and the opportunity to make an excellent first impression!

⏱️ When does it appear?

This message is displayed once, upon the first login to the journey.

🙋 Why is it important?

It is your opportunity to:

• Warmly welcome your employee at this new stage
• Reassure them and set the tone for the experience ahead
• Inform them about what awaits them in their journey
• Engage them from the very first moments

In this article, you will discover how to create and customize this message to offer a memorable welcome to your employees, whatever stage they are going through. ✨

⚙️ Creating your welcome message

1. Go to the Libraries > Welcome message page
2. Customize your message:
   • Add a clear page title,
   • Write your content using text formats, an image, or a YouTube video.
3. Click on "Save"

🇬🇧 To set up your welcome message in multiple languages, refer to the dedicated documentation.

💡 Our tips

Offering a clear and concise message is key.

This message appears at the 1st login, only once; the employee wants to quickly know what is waiting for them in their journey. They generally go through this step fairly quickly, and they will not be able to come back to it.

🏘️ Environment-based partitioning

If environment-based partitioning is enabled on your account, you can create specific welcome messages per environment.

In this case, the welcome message seen by the employee will be:

• The one from the employee's environment, if it has been configured;
• The one from the Shared environment, if theirs has not been configured.

🙋 To enable per-environment customization for specific scopes, the project manager (only) can submit a request to Workelo support, or to the account manager.

⚠️ 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

🎨 Add, edit or delete a page

🔁 Change the page order

💡 Inspiration and use cases

📚 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.

🙋 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.

🎨 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).

4. To add a page, click on the "Create a page" button at the top right of your screen.

1. Upload a small icon

2. Choose a clear and concise title

3. Write the page content (you can add images, links, YouTube videos, etc.)

4. 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.

🔁 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!

⚠️ Pre-requisite: To access the Moments of truth settings, you must have the "Access to Moments of truth" permission. This permission allows you to view and edit the Moments of truth within your scope (excluding shared).

Table of contents

🚀 Understanding Moments of truth

🎨 Customizing Moments of truth

😍 Pulse check and compliments

💡 Our recommendations

🚀 Understanding Moments of truth

In an employee's journey, some moments matter more than others: the day before their start date, the day after their first day, the end of a journey... These moments are decisive for the experience and the impression your company leaves behind.

This is precisely what Workelo calls Moments of truth: key stages in the journey to which automatic, customizable communications are attached.

They allow you to send the right message, to the right person, at the right time, without having to think about it.

Thanks to them, you can:

✅ Reassure and inform the employee at key stages
💬 Collect feedback via pulse checks and compliments
🎨 Personalize the experience to reflect your company

ℹ️ This article covers Moments of truth only, not communications or other types of notifications. If needed, you will find broader documentation here.

The different Moments of truth

👉 Key moment: Onboarding

• Journey invitation (employee): This is the start of a new phase in your exchanges with your new hire. Make a great first impression. 😀

• Journey invitation (stakeholder): For each key moment, each stakeholder receives a journey invitation email to inform them that they have been associated with an employee's journey.
  📨 It is sent to all stakeholders involved in the journey who have at least one action to complete.

• The day before arrival (D-1): The start date is approaching for your new hire — now is the time to reassure them! 

• After the first day (D+1): Collect your new hire's first impressions and detect any issues immediately. 😊

• The compliment (3 weeks after arrival): It's already been 3 weeks since your new hire joined — they've had time to settle into their role and get to know their team!
  This is the perfect opportunity to collect their feedback on the efforts made by their team and/or manager during their onboarding, and to let them express their appreciation.

• At the end of their journey (closure): Celebrate the completion of the onboarding process with your new hire and collect their final feedback on their overall onboarding experience. 

👉 Key moment: Crossboarding

• Journey invitation : This is the start of a new phase in your exchanges with your employee. Make a great first impression. 😀

• Journey invitation (stakeholder): For each key moment, each stakeholder receives a journey invitation email to inform them that they have been associated with an employee's journey.
  📨 It is sent to all stakeholders involved in the journey who have at least one action to complete.

• The day before the transition (D-1) : The transition date is approaching for your employee — now is the time to reassure them! 

• After the first day (D+1) : Collect your employee's first impressions and detect any issues immediately. 😊

• The compliment (3 weeks after day D) : It's already been 3 weeks since your employee transitioned — they've had time to settle into their role and get to know their team!
  This is the perfect opportunity to collect their feedback on the efforts made by their team and/or manager during the transition, and to let them express their appreciation.

• At the end of their journey (closure) : Celebrate the completion of the crossboarding process with your employee and collect their final feedback on their overall crossboarding experience.

👉 Key moment: Offboarding

• Journey invitation: This is the start of a new phase in your exchanges with your employee. Make a great first impression. 😀

• Journey invitation (stakeholder): For each key moment, each stakeholder receives a journey invitation email to inform them that they have been associated with an employee's journey.
  📨 It is sent to all stakeholders involved in the journey who have at least one action to complete.

• The day before departure (D-1) : The departure date is approaching for your employee — now is the time to wish them well in their next adventure! 

• Departure day (closure) : Celebrate the end of your employee's journey with them and collect their final feedback on their overall experience.

📆 If a journey is triggered after the planned movement date, past Moments of truth will not be sent.

🎨 Customizing Moments of truth

1. In your side menu, click on the "Libraries" tab > "Moments of truth"

2. Select the relevant key moment (Onboarding, Crossboarding, or Offboarding).

Depending on your account configuration, you can also choose which environment you want to edit the Moments of truth for:

3. Click "Edit" for the relevant Moment of truth.

Each Moment of truth can be customized by:

• editing the email subject line

• adding an email banner

  🏞️ When you update an existing banner, the change may not appear immediately. This is because your browser has saved a previous version of the banner in its cache. Clear your cache to display the new banner.

  🔖 The logo used is the one set for the account or environment; it can only be updated through the dedicated feature (see documentation).

• editing the message body
  (You can include photos or GIFs in your emails)

• using the available variables:

1. The Pulse_check variable allows you to capture the employee's mood on the day before and/or the day after day D (see next section)

2. The Compliment variable after the first 3 weeks, so the employee can praise and thank their manager and/or team (see next section)

📨 To preview how these notifications look, you can generate a test email by clicking the dedicated button. You will receive the email exactly as the employee will see it, in your own mailbox.

😍 Pulse check and Compliments

• Pulse check

  The pulse check is a module that captures an employee's mood in 1 click via 4 emojis (😍 😃 🙂 😐).

  This module is recommended for the following Moments of truth: The day before day D and the day after day D (onboarding and crossboarding).

  📑 Results are available in the "Analytics" tab > "Dashboard", and/or from the dedicated report on the "Reports" page.

  Low pulse check 
  Journeys with a status of "in progress", "invitation upcoming" or "invitation pending" where the last completed pulse check is 1 or 2 out of 4 (🙂 or 😐)
  → the compliment module is not taken into account

  Positive pulse check
  Journeys with a status of "in progress", "invitation upcoming" or "invitation pending" where the last completed pulse check is 3 or 4 out of 4 (😍 or 😃)
  → the compliment module is not taken into account

• Compliments

  The compliment is a module that allows employees to thank their manager or team via 4 options:

  🍰 Welcoming, 😃 Supportive, 👂 Available, 💪 Encouraging 

  This module is recommended for the following Moment of truth: +3 weeks from day D (onboarding and crossboarding).

  📑 Results are available in the "Analytics" tab > "Dashboard", and/or from the dedicated report on the "Reports" page.
   

💡 Our recommendations

Through these automated emails, you can deliver a key message, show that the company is always listening and available to the employee before their arrival — and beyond.

• Unify your message and the image you want to project!

• Use a clear and concise email subject line such as "Welcome to Workelo".

• Write an email body that clearly explains what you need from the employee: collecting feedback on D-1, letting them know their journey is important to help them discover the company, their role and their benefits, etc. 

• Include the HR contact in the email body (using the @hr variable).

• Use the @pulsecheck variable on D-1 and D+1 to show employees that their company is listening and giving them a voice 😍

⚠️ Prerequisite: Access to non-resource settings requires the "Access moments of truth," "Access guides," and "Access welcome message" permissions.

Workelo allows you to customize your non-resources in 19 languages!
* This includes both types of Guides, Moments of Truth, and the Welcome Message.
 

By default, a non-resource is translated into the account language (for shared non-resources) or the environment language (for non-resources specific to an environment).

To translate, access its editing interface. There, you will find an option to add translations in different languages :

Once a new language is selected, for example, German, all you need to do is translate the content of the non-resource into German.

👉 For all journeys launched in an environment where the language is German, or a journey for which the chosen language is German, this version will be pushed.

💡 If a non-resource is not translated into the user's language, it will be displayed in the default language of the environment (or the account).