Configure your Onboarding Workflow
Ashby's New Hire Onboarding Workflows is a workflow automation engine that manages and orchestrates post-hire employee processes across systems. It lets your team automate operational processes triggered by changes in employee data, events, or lifecycle milestones. This article explains how to create an onboarding workflow and configure each of its four milestone sections, so new hires receive the right tasks at the right point in their onboarding journey.
Ashby's People Ops module is currently available through restricted early access. The following documentation is provided for design partners participating in that program.
Permissions and access
- Users with permission to edit workflow templates can create and edit onboarding workflows, and manage workflow categories.
- Employees can submit a workflow's trigger form themselves only if the workflow is marked self-serve and they match its eligibility criteria.
- Users can enroll employees in workflows if their permission set allows it. You can set permission sets to only allow enroll access for specific workflows.
Learn more about Ashby's People Ops permission sets: Configure Permission SetsConfigure Permission Sets.
Create a new onboarding workflow
- Navigate to Workflows in your top configuration bar.
- Select + New Workflow in the upper right corner.
- Give your workflow a descriptive title.
- Select Submit.
Each section within your workflow configuration maps to an important milestone in the new hire's onboarding experience.
Configure your workflow sections
Your workflow contains four sections, each tied to a different point in the new hire's journey.
To add steps to each section, click Edit to open up the workflow builder. Then click Add Step under the section you'd like to add the step to.
For more on workflow step options, check out Workflow Steps.
New hire profile completion (optional)
You can use New hire profile completion to configure the initial profile creation for your new hire. Ashby assigns this survey to the new hire as soon as they are enrolled in the workflow. If your workflow enrollments are automated, the survey assigns itself to the new hire as soon as someone marks them Hired in Ashby Recruiting.
The information the new hire submits in this survey populates their employee profile, so include every field your downstream systems and workflow steps depend on if you are adding this step.
After the hire is made
Workflow steps configured within After the hire is made run once the new hire is enrolled in the workflow. Use this section for tasks that need to happen as soon as the hire is confirmed, regardless of how far out the start date is, such as:
- Sending a welcome message or offer follow-up communication.
- Collecting background check or right-to-work information.
- Notifying the hiring manager and the new hire's team.
- Kicking off equipment and software procurement.
Before the hire starts
Workflow steps configured within Before the hire starts run in the lead-up to the new hire's start date. Use this section for pre-boarding tasks that depend on a known start date, such as:
- Scheduling first-day and first-week onboarding sessions.
- Confirming equipment delivery to the new hire's address.
- Provisioning accounts and system access ahead of day one.
- Sending first-day logistics, such as location, timing, and who to meet.
After the hire starts
Workflow steps configured within After the hire starts contain tasks that belong to the new hire's first days and weeks on the job. Use this section for onboarding activities that only make sense once the new hire is active, such as:
- Assigning required compliance and policy training.
- Prompting the new hire to complete remaining profile or benefits information.
- Scheduling 30-, 60-, and 90-day check-ins.
- Reminding the manager to set first-quarter goals.
Once all four sections are configured, your workflow orchestrates the new hire's onboarding from offer acceptance through their first weeks. Review the workflow with a test enrollment before you automate enrollments for real hires.