Workflow Basics

What are Hiring Workflows and how do I customize them?

Hiring Workflows are GoCo’s feature that allows HR Administrators to organize & manage their employee Hiring & Onboarding. Keep reading to learn how you can customize the flow to your organization's needs.

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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 purchase 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 in the hiring/onboarding process. 
    • To view this, click Workflows on the left side menu or from the company page. 
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    • Click on the "Active Workflows" Tab at the top of the page. Then filter by Workflow & and by Employee Progress,
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    • Now you can view your results!

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What's the benefit of using Hiring Workflows?

There are three 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 standard Workflows as you want.

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

Workflows can function independently from the Hiring/Onboarding Wizard. You would use 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 a "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", "Duplicate" 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 by clicking "+ Task" at the bottom of the customization wizard. 
    1. Check out this article for more details on creating workflow tasks
    2. a great use case could be adding a welcome video to watch post-onboarding. 
  5. When you are finished - click the three-dot button at the top right of the page to Review & Publish your changes!
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What can I edit/customize within a Hiring Workflow?

  • Hiring an Employee:
    • Basic Info: You can customize if you want Personal Phone, Work Email, & Work Phone to be required, hidden, or optional. You can also set default values for Work Location, Division, Department, and Company Class.
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    • 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, Additional Jobs, Stock Options, Compensation Notes, and Time Off/Time Tracking required or optional. You can also set defaults for Job Title, Employment Type, Wage Type, Wage Rate, etc. Screen Shot 2024-01-12 at 3.08.56 PM
    • Work Groups: You can make selecting Work Groups optional or required during hiring. 
    • Offer Letter: Add (or don't add) your default offer letter template.Screen Shot 2024-01-12 at 3.10.46 PM
    • Documents: Pull in as many documents from your Magic Document library that the employee will need to complete. (make sure all templates are published and ready to use)
    • Workflows: Include other types of workflows in hiring so they start automatically. An example of this could be a training workflow that you want to begin when somebody is hired but needs to be 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 is sent 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 the Preferred Full Name to be optional or hidden. Also 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 "Personal Phone", "Work Email" & "Work Phone" Required, Optional, or Hidden. You will also decide if you want the "Preferred Contact Method" to be 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: Choose if you want to make Federal Tax Witholdings & State Tax Witholdings 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.

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Happy Hiring!  🦖

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Updated 1.12.24