--- title: Enroll New Hires in Onboarding Workflows slug: enroll-new-hires-in-onboarding-workflows createdAt: 2026-09-11T08:15:24.287Z --- This article explains how to enroll a new hire in an onboarding workflow. It covers manually enrolling a new hire, reviewing and confirming their workflow assignment, and enrolling a new hire in a supplementary workflow alongside their primary workflow. For guidance on configuring automated enrollment, including the three automation modes and automation conditions, see [Configure Onboarding Workflow Automations](docId\:LId8DgTDMUQ0VwPSirDUQ). :::hint{type="warning"} Ashby's People Ops module is currently available through restricted early access. The following documentation is provided for design partners participating in that program. ::: # Three ways a new hire gets enrolled Every new hire is enrolled in a workflow one of three ways, depending on how the workflow's automation is configured: - **No automation:** Nothing happens automatically. A People Ops Admin manually enrolls the new hire. - **Automation with review:** Ashby automatically assigns a workflow when the new hire's offer is accepted, but an admin still reviews and confirms the enrollment before workflow steps trigger. - **Full automation:** Ashby enrolls the new hire and starts the workflow automatically, with no admin review step. This article focuses on manual enrollment and on reviewing an automated enrollment. To set up or change which of these three modes a workflow uses, see [Configure Onboarding Workflow Automations](docId\:LId8DgTDMUQ0VwPSirDUQ). # Permissions and access Manually enrolling a new hire in a workflow requires specific permissions within a permission set. When configuring permissions sets, you can configure the workflow templates a user can enroll employees in. :::hint{type="info"} Learn more about Ashby's People Ops permission sets: [Configure Permission Sets](docId:7apvU1qei2QWWO4SL6UOI). ::: # Enroll a new hire in an onboarding workflow Use manual enrollment when automation is disabled, or when you want to review a new hire's workflow assignment before starting it. To configure automated enrollment instead, see [Configure Onboarding Workflow Automations](docId\:LId8DgTDMUQ0VwPSirDUQ) for guidance on the three automation modes and automation conditions. 1. Navigate to the [People Ops Home](https://app.ashbyhq.com/people-ops/home/onboarding) page. In the left navigation, select **[Needs Review](https://app.ashbyhq.com/people-ops/home/needs-review)** under **Workflow Enrollments**. 2. Under **Onboarding**, locate the new hire. By default, Ashby shows new hires with a **Hired At** date in the last 90 days or today. Adjust the filters if you need a different range. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/zF0a7Z5XFRBXjs8SZ0S_C_home-ashby-2026-10-27-at-102139-am.jpg" size="100" isUploading="false" width="3120" height="800" darkWidth="3120" darkHeight="800" alt="The Needs Review tab on the home page, showing a new hire that needs to be enrolled." showCaption="false" indent="1"} 3. Select `Enroll in Workflow` or `Review Workflow` (depending on your [Configure Onboarding Workflow Automations](docId\:LId8DgTDMUQ0VwPSirDUQ) configuration) next to the new hire. 4. In the **Workflow Enrollment** wizard, start by reviewing and confirming the employee's information. Select `Continue`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/nH3qZ-hhyjUmpmfLEiKD5_screenshot2026-07-20at73535am.png" size="100" alt="Screenshot of the Workflow Enrollment wizard on the employee information review step" isUploading="false" width="1788" height="888" darkWidth="1788" darkHeight="888" showCaption="false" indent="1"} 5. Confirm and populate any applicable employee custom fields. Employee fields sourced from Ashby Recruiting sync dynamically from the Recruiting module. Select `Continue`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/vEzyFmT-b3Bxe-EjHQZSE_screenshot2026-07-20at73739am.png" size="100" alt="Screenshot of the Workflow Enrollment wizard on the employee custom fields step" isUploading="false" width="1788" height="632" darkWidth="1788" darkHeight="632" showCaption="false" indent="1"} 6. Select the applicable workflow to enroll the employee in and confirm their start date. If you have configured [Configure Onboarding Workflow Automations](docId\:LId8DgTDMUQ0VwPSirDUQ), Ashby automatically associates the new hire with the applicable workflow, as defined by your automation configuration. 7. Review the roles associated with the selected workflow, and confirm or update any role assignees. You can overwrite a default assignee or a dynamic role synced from the employee's job consideration; this update applies only to the employee you're enrolling. Select `Continue` once confirmed. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/h-ldJtMk1mLEwDVdhF6Ix_screenshot2026-07-20at74332am.png" size="100" alt="Screenshot of the Workflow Enrollment wizard on the role assignees step showing workflow roles and assignee selections" isUploading="false" width="1794" height="846" darkWidth="1794" darkHeight="846" showCaption="false" indent="1"} 8. Review the steps assigned to the new hire, including their scheduled delays. Make any one-off edits, or remove steps that don't apply to this new hire. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/mODlxwHZCGa3Cel_eOolr_screenshot2026-07-20at81541am.png" size="100" alt="Screenshot of the Workflow Enrollment wizard on the workflow steps review step showing steps and scheduled delays" isUploading="false" width="1790" height="1890" darkWidth="1790" darkHeight="1890" showCaption="false" indent="1"} 9. Select `Start Workflow`. # Enroll a new hire in a supplementary onboarding workflow Use a supplementary workflow when a new hire needs to complete steps beyond their primary onboarding workflow, like a department-specific workflow. You can enroll a new hire in more than one workflow at the same time, and each workflow tracks its own steps independently. :::hint{type="info"} The new hire sees tasks from both workflows in a single task list. The primary and supplementary structure is visible only to admins managing the process. ::: Automation only auto-enrolls a new hire into a single workflow, so enroll a new hire in any supplementary workflow manually, regardless of whether their primary workflow was assigned manually or through automation: 1. Locate the new hire in one of three places: 1. Under **[In Progress](https://app.ashbyhq.com/people-ops/home/workflows)** > **Onboarding:** ![Screenshot of the In Progress view showing a list of employees in onboarding workflows with their task progress](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/sJ98-zcXLsFotZLdpC8DF_ead50cc0-1374-4e37-b13d-ad408170aa86.png) 2. From the new hire's **Workflow Enrollment:** ![Screenshot of a new hire's Workflow Enrollment page showing the active workflow and an option to add a supplementary workflow](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/TxpaS0t132wO6uWlVoXRE_screenshot2026-07-20at92055am.png) 3. From the **Employee profile:** ![Screenshot of an Employee profile page showing the Workflow section and enrollment options](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/I0iZchEkDRg2dYf4y8Whz_screenshot2026-07-20at92207am.png) 2. Navigate to the employee's profile. 3. In the upper right corner, select `Actions` > `Enroll in Onboarding Workflow`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/eRa_rLtrxIPT96MJK8abW_screenshot2026-07-20at92347am.png" size="100" alt="Screenshot showing the Actions menu in the upper right of the Employee profile with Enroll in Onboarding Workflow highlighted" isUploading="false" width="2458" height="968" darkWidth="2458" darkHeight="968" showCaption="false" indent="1"} 4. Review the employee's information. Connect a job consideration to the employee's enrollment so that substitution and conditional steps are applied as expected. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/ms7RuELvbJULKCk0da7Fh_screenshot2026-07-20at92537am.png" size="100" alt="Screenshot of the supplementary Workflow Enrollment wizard on the employee information review step" isUploading="false" width="1794" height="968" darkWidth="1794" darkHeight="968" showCaption="false" indent="1"} 5. Confirm and populate any applicable employee custom fields. Employee fields sourced from Ashby Recruiting sync dynamically from the Recruiting module. Select `Continue`. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/DcfZ-61LMp8HW7MhjcX-z_screenshot2026-07-20at92637am.png" size="100" alt="Screenshot of the supplementary Workflow Enrollment wizard on the employee custom fields step" isUploading="false" width="1792" height="638" darkWidth="1792" darkHeight="638" showCaption="false" indent="1"} 6. Select the applicable supplementary workflow for the employee and confirm their start date. 7. Review the roles associated with the selected workflow, and confirm or update any role assignees. You can overwrite a default assignee or a dynamic role synced from the employee's job consideration; this update applies only to the employee you're enrolling. Select `Continue` once confirmed. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/h-ldJtMk1mLEwDVdhF6Ix_screenshot2026-07-20at74332am.png" size="100" alt="Screenshot of the Workflow Enrollment wizard on the role assignees step showing workflow roles and assignee selections" isUploading="false" width="1794" height="846" darkWidth="1794" darkHeight="846" showCaption="false" indent="1"} 8. Review the steps assigned to the new hire, including their scheduled delays. Make any one-off edits, or remove steps that don't apply to this new hire. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/mODlxwHZCGa3Cel_eOolr_screenshot2026-07-20at81541am.png" size="100" alt="Screenshot of the Workflow Enrollment wizard on the workflow steps review step showing steps and scheduled delays" isUploading="false" width="1790" height="1890" darkWidth="1790" darkHeight="1890" showCaption="false" indent="1"} 9. Select `Start Workflow`. # FAQs ### Can I edit a new hire's workflow steps during the review step? Yes. From the **Review Employee & Enroll in Workflow** screen, you can edit a step's content or remove it entirely before selecting `Start Workflow`. ### What happens if a new hire's offer is rescinded after they've already been auto-enrolled? Ashby disconnects the job consideration from the new hire's workflow enrollment, but it doesn't cancel the enrollment automatically. To cancel it, navigate to the same screen where you review the new hire's live workflow and select `Cancel Workflow`. ![Screenshot of the workflow review screen showing the Cancel Workflow button](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/I8egcK3mQh5tjxUYdd_HV_screenshot2026-07-20at83947am.png) ### How can I test a workflow before enrolling a real new hire? Enroll a test candidate using your own email address, and set your project team as the assignee for each onboarding role. This surfaces the exact tasks, emails, and notifications a new hire and their stakeholders would receive, end to end and in the order they'd actually fire, without sending anything to real employees. ### Can I enroll a new hire in more than one workflow? Yes. See [Enroll a new hire in a supplementary onboarding workflow](docId\:lJOs22PR72IwGv0gSfd3d).