Employees 👥

⚠️ Prerequisite: having the Edit the employee directory permission. Additionally, the view may also be filtered based on your environment.

🏓 If your access allows it, you can track all changes made via the activity tracking interface.

✨ Overview

The employee directory is the database that contains all users authorized to access Workelo. Without being listed there, a user cannot access the platform.

You do not need to add your new hires manually, as they are created directly from the journey creation page. The employee will then be automatically added to the directory.

This directory lists all users who can be involved as stakeholders in a journey.

👥 Manage your employee directory

✚ Add a new employee

✍️ Edit an employee

✖️ Delete an employee

🧪 Export the employee directory

👨‍💻 Bulk import employees

✚ Add a new employee

1. Go to the Account > Employees tab
2. Click Create an employee
3. Fill in the various fields:
   • First name
   • Last name
   • Email
   • Job position
   • Team (if applicable)
   • Organization
   • Technical ID (if needed)
   • Role
4. Check the Send registration invitation email box to send a login invitation
5. Save the new employee

For more information about roles 👉 Understanding roles and access rights

✍️ Edit an employee

You can edit an employee's information by clicking on their name in the directory list.

✖️ Delete an employee

You can also delete an employee by clicking the trash icon at the end of the row.

🙋 This action is irreversible and deleted data cannot be recovered.

Deleting an employee:

• Automatically revokes their access to Workelo;
• Deletes all data linked to the journeys in which the employee was involved (journeys, analytics, administrative data). A new stakeholder will need to be designated in any ongoing journeys.
  💡 Remember to first reassign the stakeholder role and make sure the employee is no longer involved in any ongoing journeys.

🧪 Export the employee directory

You can export your employee directory using the small icon at the top of the page.

🙋 The export only includes employees you have access to (= within your scope).

👨‍💻 Bulk import/edit employees

🧭 Prerequisites and preparation

• Required format: CSV file (comma-separated)
• Recommended size: maximum 500 employees per import for optimal performance
• Estimated time: 5–10 minutes for preparation + import processing time

Step 1: Data preparation

1. Download the two required files:
   • The "Unique identifiers" file for your account
   • The CSV import template

💡 Practical tip: Work in Excel/Google Sheets first, then convert to CSV to avoid formatting errors.

Step 2: Filling in the template

💡 Essential rule: Never modify column headers.

Detailed column guide 👇🏻

Required columns

First Name

• Format: text
• Example: John
• Restrictions:
  • Avoid special characters
  • No commas (interferes with CSV format)

Last Name

• Format: text
• Example: Smith
• Restrictions:
  • Avoid special characters
  • No commas (interferes with CSV format)

Email

• Format: valid email address
• Example: john.smith@company.com
• Restrictions:
  • Must be unique on the platform
  • Case sensitive (do not use accents, uppercase letters, or spaces)
  • ⚠️ Cannot be modified via import, as it is the matching key

Job Position

• Format: free text
• Example: "Digital Marketing Manager"

Role ID

• Format: numeric identifier
• Example: 1854
• ⚠️ Use the role ID, not its label
• Where to find the ID: in the "Unique identifiers" file

Organization ID

• Format: unique numeric identifier
• Example: 2547
• Restrictions:
  • One organization per employee
  • Use the ID, not the label
• ⚠️ Do not confuse with Additional Scopes, which refers to additional environments

Optional columns

Additional Scopes

• Format: numeric identifiers separated by spaces
• Example: "1854 3848 4521"
• Specifics:
  • Multiple values allowed
  • Separator: space (not a comma)
  • Corresponds to an environment, not an organization
• ⚠️ Different from the primary organization

Phone Number

• Format: international number
• Example: +33612345678
• Tips:
  • Include the country code
  • Avoid spaces and special characters

Technical ID

• Format: according to your system
• Usage:
  • Identification for your SSO
  • External integrations

Example

Step 3: Validation before import

☑️ Verification checklist:

• All headers match the template
• IDs are used (not labels)
• The file is in CSV format (comma-separated)
• Email addresses are correct and unique

⚠️ Important points to note when updating existing employees.

• Email is the only matching key
• Any unfilled fields will be erased
• The import will overwrite the current profile of the affected employees
• Email addresses cannot be modified via import

Step 4: Import

1. Click "Import employees"
2. Upload your file in CSV format (comma-separated)
3. Wait for processing to complete (may take several minutes)
4. Verify the import via the "Employee import tracking" report

💡 Tips for a successful import

1. Start by testing with 1–2 employees
2. Check the imported data before proceeding
3. For large volumes:
   • Split into multiple files (batches of 500 maximum)

Need help?

Contact support and include:

• Your CSV file containing only the first row
• Any error messages
• A screenshot of the issue

🤔 Frequently asked questions

Can I import new hires using the bulk import feature?
It is not possible to import new hires and create journeys for them using this feature. New hires are not created from the Employees page, but directly from the journey creation page.

What happens if a user already exists in the employee directory when importing?
Their profile will be updated with the information provided in the import.

If some employees are missing from my import, what will happen to them?
The import only creates or updates employees. It does not delete employees.

I am unable to assign a role type higher than my own to a user. Why?
You cannot assign a role type higher than your own to a user. Learn more about role families.
 

⚠️ Prerequisite: Access to configuring this field requires the permission "Edit identification details".

✨ Overview

This feature allows HR teams to enter the new hire's future professional email address as early as the journey creation stage, so that an automatic switchover can take place on their first day at the company.

It only applies to onboarding journeys for now.

👉 Benefits:

• Streamlined communications: after their arrival, the employee will check their professional inbox more often than their personal one.

• A secure connection if you have an SSO in place.

   

⚙️ How it works

Simply fill in the "Professional email" identification field in the new hire's journey, before their arrival date.

✍️ If this field does not yet exist on your account, go to the Identification configuration section.

🙋 On day one, a mechanism will automatically retrieve the value entered in the "Professional email" field to replace the value entered in the default "Email address" field.

✉️ The new hire will be notified of this change by email on both their old and new address, asking them to confirm the latter. Until the confirmation link has been clicked, the switchover will not be finalized and the employee will continue to receive notifications and communications at their personal email address.

💡 This link is valid for 24 hours. If needed, you can generate a new one from the employee directory on the stakeholder side:

👮 Conditions

The mechanism is scheduled to run every morning at 8 a.m. (according to the account's time zone) on the new hire's arrival date.
• The "Professional email" identification field must be filled in before day one. If this field is empty, the switchover will not be triggered.

• The employee's journey must be in progress, meaning they have already logged in at least once.
• The email address entered must be valid (watch out for spaces and typos).

If the switchover does not take place because one of these conditions is not met, the field becomes void and you will need to update the new hire's email address directly from their employee profile.

⛓️‍💥 Identification configuration

1. Create a new identification field of type "Text" (see this documentation).
2. Fill in the required details.

💡 The field can be named whatever you like; the only two conditions are:

• The technical identifier must be "email_pro"

• The field must appear at minimum "at journey creation".

👉 Here is an example of a correctly configured field:

3. Click "Save"

🙋 Journeys launched before this field was created will not be able to benefit from this feature.

Table of Contents

• 🧑‍💻 From the journey

• 👥 From the employee directory

🧑‍💻 From the journey

⚠️ Prerequisite: Editing journeys requires the "Edit journeys" permission.

1. Go to the "Journeys" page > click on the relevant employee

2. Click on "Edit"

💡 If you do not have access to this button, it means you do not have the required permissions. Please reach out to your internal account administrator.

3. In the "Employee" tab, update the value entered in the "Email" field

4. Click "Next" through all steps until ⇒ "Finalize"

✉️ If the journey status is Invitation sent, you must resend an invitation to the employee after changing the email address:

👥 From the employee directory

⚠️ Prerequisite: Editing an employee profile requires the "Edit employee directory" permission.

1. Go to the "Account" tab > "Employees"

💡 If you do not have access to this tab, it means you do not have the required permissions. Please reach out to your internal account administrator.

2. Search for the desired employee and click on them to open their profile

3. Update the email address

4. Don't forget to click "Save" to save your changes!

Specific cases:

• The email address change has never been confirmed by the user:
  In this case, you will see a blue banner below the "Email address" field containing a button to resend the specific link (valid for 24 hours).

• The email address is identified as undeliverable:
  In this case, you will see a yellow banner indicating the block.

You have two options:
- If the email address is incorrect ⇒ Update it on the page, then resend a login invitation via the "Spaces" section.
- If the email address is correct but still blocked ⇒ Contact Workelo support via the request form.
 

Table of contents

• ✨ Introduction
• 1️⃣ Combining journeys
• 2️⃣ Combining spaces
• 🙋 Login interface for the user
• 📊 Summary with concrete examples

 

✨ Introduction

On Workelo, a user can have multiple journeys and multiple types of access simultaneously. This means a boardee can at the same time:

• Follow one or more journeys as a boardee (onboarding, crossboarding, offboarding)
• Access the Stakeholder space to support other boardees

Concrete example: Marie is following her crossboarding journey while also having access to the Manager space to onboard a new member of her team.

 

1️⃣ Combining journeys

A user can follow multiple journeys simultaneously, provided they relate to different key moments.

Example: in the case of a crossboarding from one department to another, the employee can benefit from an offboarding journey in their previous department and a crossboarding journey in their new department.

💡 An employee cannot have two active journeys for the same key moment (e.g.: two offboarding journeys at the same time). A journey is active as long as it is neither closed nor cancelled.

 

2️⃣ Combining spaces

In addition to their journey(s) as a boardee (Boardee space), a user can also benefit from a Stakeholder space. This space allows them to have actions to complete in order to support other boardees (for example, onboarding a new hire).

✍ Giving an employee access to the Stakeholder space

⚠️ Prerequisite: Having the "Edit employee directory" right

1. Go to the Account tab ➡️ Employees
2. Select the employee to open their page
3. Scroll down to the Rights section
4. By default, if the employee has an active journey, their role is Collaborator
5. In the dropdown menu, select the Role you wish to assign to them (e.g.: Manager)
6. Click Save
7. From the Spaces section, on the Stakeholder space row, click Send a login invitation ✉️

💡 If the space is created but not active, the user will not be able to log in to it.

📡 Access to the Stakeholder space is active if:

• The user has been invited to log in to Workelo via the first Moment of truth (if they were involved in a journey), or a manual login invitation, OR
• They have a login via SSO.

 

🙋 Login interface for the user

When logging in, the employee chooses which space they want to access.
Once logged in, they can switch from one space to another by clicking on their avatar.

📊 Summary with concrete examples

⚠️ Prerequisite: Sending an invitation requires the "Edit employee directory" permission.

1. Go to the "Account" tab in your side navigation panel > Select the "Employees" page

💡 If you don't have access to this tab, it means you do not have the required permissions. Please contact your internal account administrator.

2. Search for and select the employee by clicking on the row

3. Go to the "Spaces" section

4. Click (Re)send a connection invitation for the desired space.

Specific cases:

• The email address change has never been confirmed by the user:
  In this case, you will see a blue banner below the "Email address" field containing a button to resend the specific link (valid for 24 hours).

• The email address is identified as undeliverable:
  In this case, you will see a yellow banner indicating the block.

You have two options:
- If the email address is incorrect ⇒ Update it on the page, then resend a login invitation via the "Spaces" section.
- If the email address is correct but still blocked ⇒ Contact Workelo support via the request form.