What are Hiring Workflows and how do I customize them?

What's the benefit of using Hiring Workflows?

There are three main benefits of the Hiring Workflows feature:

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 3 default Hiring Workflows (one for New Employees, one for New Contractors, and one for Existing Employees used during implementation). If you upgrade to Unlimited Workflows, you can have as many Hiring Workflows and Standard Workflows as you want.

What is the purpose of the Existing Employee Hiring Workflow? 

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 initiate those tasks as soon as onboarding is complete. 

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".
   
   
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.
   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.
   
   
   
   
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!
   

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.
  
• 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.
• Work Groups: You can make selecting Work Groups optional or required during hiring. 
• Automatic Labor Allocations: You can make Labor Allocations optional or hidden during hiring. The default is hidden, so be sure to make it optional if you want to utilize during hiring!
• Offer Letter: Add (or don't add) your default offer letter template.
• 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!
  
  • 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! 

    

You can Reset and Publish hiring workflows to ensure any changes made at the Workflow Template level are reflected back on existing Workflow Instances (sent workflows). This is especially helpful during implementations, where constant learnings and adjustments are common, allowing for a smoother and more flexible onboarding process. 

• Follow the same process for publishing a workflow template by clicking the three-dot button at the top right of the page. You will then be prompted with two options: "Reset & Publish" or "Publish Without Resetting."
• Selecting "Reset & Publish" will reset active employees' workflows back to Step 1 in order to apply your changes.

Crash Course

Happy Hiring!  🦖

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

Updated 12.17.24