What are Hiring Workflows?

Hiring Workflows are GoCo’s feature that allows HR Administrators to organize & manage their employee Hiring & Onboarding.

What do I need to know about Hiring Workflows?

A Hiring Workflow is essentially a template that you can customize for your different employee types, such as an employee vs a contractor as you can see here. It’s a series of tasks or items to be completed by the HR Admin (the hiring process) and the new hire (the onboarding process). If you purchased unlimited workflows, you will be able to create as many Hiring Workflows as you need. 

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  • You can tack on one-off tasks or even full workflows to happen before/after an employee is onboarded/hired
  • You can customize your default hiring workflows to pull or exclude specific documents and custom fields
  • You'll have an overview screen where you can view all new hires and where they are at in the hiring/onboarding process. 
    • To view this, click Workflows on the left side menu or from the company page. 

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    • Filter by Workflow & by Employee Progress,
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    • Then view your results!

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What's the benefit of using Hiring Workflows?

There are two main benefits of the new Hiring Workflows feature release:

  1. It saves time onboarding an employee!
    1. By pulling in default documents and custom fields, the hiring process is faster and items are less likely to be missed. If you have Unlimited Workflows, you can create multiple hiring workflows for different departments (like Engineering, Sales, etc) and auto-add different documents and custom fields depending on the permission.
  2. You have full visibility into where employees are at within the onboarding process!
  3. It helps you ensure that nothing is falling through the cracks! 
    1. Since a Workflow is essentially a checklist when you are using a Hiring Workflow everything that you will need to collect/complete will be in one easy-to-find place for you to manage. 

Can I add as many Hiring Workflows as I want?

Currently, you are limited to the two default Hiring Workflows (one for Employees, and one for Contractors). If you upgrade to Unlimited Workflows, you can have as many Hiring Workflows and Other Workflows as you want.

What's the difference between "Other Workflows" and "Hiring Workflows"

Other Workflows can function independently from the Hiring/Onboarding Wizard. You would use Other Workflows for items like reimbursement requests, employee off-boarding, employee surveys, etc.

Hiring Workflows, on the other hand, operate with the Hiring and Onboarding Wizards. Have a new-hire checklist? Add those tasks to your Hiring Workflow to kick off automatically after a new hire is onboarded (or before)! You can even embed an "other workflow" like a New Hire Training into your hiring workflow, which would automatically begin those tasks as soon as somebody is hired. 

How do I edit/customize Hiring Workflows?

  1. Navigate to Workflows (either on the left-hand menu or on the company overview screen)
  2. Click on Templates and then click the three dots next to the template you want to edit, this will display the option to either "Edit Workflow Template" or "Archive Workflow".

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  3. Here you'll see all the tasks that are included in the Hiring + Onboarding Wizard. Click on "Customize" to adjust the Workflow Settings if the task allows for it. Screen Shot 2023-01-18 at 10.13.41 AM
    Some tasks may be locked in and won't allow customization at this time. If a task is editable, you will see customization options appear.

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  4. Add additional one-off tasks at the bottom by clicking "+ Task"
    1. Check out this article for more details on creating workflow tasks
  5. When you are finished - click save and then publish your changes!
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What can I edit/customize within a Hiring Workflow?

  • Hiring an Employee:
    • Custom Fields: Here you can pull in which custom fields will be prompted and/or required by the person adding the employee into GoCo.
    • Compensation: Here you can make the Job Title required or optional.
    • Offer Letter: Add (or don't add) your default offer letter template.
    • Documents: Pull in as many documents from your library that the employee will need to complete.
    • Workflows: Include other types of workflows in hiring so they start automatically. An example of this could be a separate certification workflow you want to be initiated when somebody is hired but tracked separately. 
    • Review: Here you can decide if you want State Tax Withholdings & a Payment Method to be collected & Required or Hidden during Onboarding.
    • Invite Email or Text Message: Here you can edit your invite email to customize it for your different employment types using variable fields. You can adjust the auto-populated fields by selecting the "Variable" button and selecting the field you would like to pull. For more information on messages in workflows in general, click here! For more information about the onboarding link that sends with this message, click here!
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      When editing your invite, keep in mind that you can utilize GoCo variable fields, images, emojis, & videos to customize. For example, maybe you would like to insert a welcome video for the new hire when they receive their invite! 
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  • Employee Onboarding:
    • Personal Info: Decide if you want "Legal Sex" to be Required, Optional, or Hidden.
      • If you require or make this field Optional, the option for "Gender Identity" & "Pronouns" will be Optional. If you make this field Hidden, then "Gender Identity" & "Pronouns" will be Hidden as well.
    • Contact Info: Here you can decide if you would like "Work Email" & "Work Phone" Required, Optional, or Hidden.
    • Emergency Contacts: Mark as Hidden, Optional, or Required
    • Additional Info: Here you can add, remove, and mark employee-filled in custom fields as optional/required
    • Tax Withholding: Mark as Hidden or Required
    • Payment Information: Mark as Hidden or Required
    • Employment Eligibility (I9): Mark as Hidden or Required
    • Documents: This is more of a preview - any documents you add here will also be added to the "Hiring" portion of the workflow.

Happy Hiring!  🦖

Have additional questions? Reach out to us at help@goco.io