What is the difference between workflow templates and onboarding templates in Simployer One

Workflow templates and onboarding templates are closely connected in Simployer One, but they serve different purposes. 

A workflow template manages the internal tasks that your organization needs to complete during onboarding or another employee lifecycle event. 

An onboarding template defines the experience for the new hire, including the information they provide, the content they see, and the documents and emails they receive. 

You typically create a workflow template first and then connect it to an onboarding template. 

Workflow templates are managed under Automations -> Workflows -> Manage templates. Onboarding templates are managed under Settings -> Onboarding templates. 

What is a workflow template?

A workflow template is an internal checklist that helps your organization complete onboarding tasks consistently. 

A workflow template can include: 

• Categories to organize tasks  
• Individual tasks  
• Task descriptions  
• Assignees  
• Deadlines  
• Links to additional resources  
• An optional automatic trigger (without one, the workflow is started manually)

Workflow templates help managers, HR, IT, payroll, and other teams complete their onboarding responsibilities. 

Note: Workflow templates can also be used for processes other than onboarding, such as employee offboarding or changes during employment. 

What is an onboarding template?

An onboarding template defines the new hire's onboarding experience. 

An onboarding template can include: 

• Welcome message  
• Company branding  
• Employer fields  (filled in by the employer about the new hire)
• New hire fields  (filled in by the new hire)
• Required fields  
• Attachments  
• Email templates  
• One connected workflow template  

The onboarding template controls what information the employee sees and completes before joining your organization. 

How do workflow templates and onboarding templates work together? 

Workflow templates and onboarding templates are designed to complement each other. 

A typical onboarding process follows these steps: 

• Create a workflow template.  
• Create an onboarding template.  
• Connect the workflow template to the onboarding template, in the onboarding template's Workflows section.
• Start onboarding for a new employee.
• The employee completes the onboarding template.  
• Internal users complete the tasks in the connected workflow template.  

This allows employee onboarding and internal onboarding activities to run in parallel. 

Important: Automatic workflow templates that are active run on their own when their trigger and scope conditions are met, whether or not they are connected. The onboarding template´s Workflows section lists them under Active automatic templates. Check this list so the same tasks are not created twice. 

What is the difference between workflow templates and onboarding templates?

What are the limitations?

Important: Each onboarding template can only have one connected workflow template. 

You can: 

• Add multiple attachments.  
• Add multiple email templates.  
• Use Simployer fields and custom fields in employer and new hire sections. Which fields are available depends on each field´s "Visible to" and "Collect from" settings. The employer section offers more fields (for example Work, Employment and Compensation fields) than the new hire section.

When should I use a workflow template? 

Use a workflow template when you want to: 

• Assign onboarding tasks.  
• Set deadlines.  
• Assign work to employees, managers, or groups.  
• Automate internal onboarding activities.  

When should I use an onboarding template?

Use an onboarding template when you want to: 

• Welcome new employees.  
• Collect information before employment starts.  
• Share documents.  Attachments are shared with the employee once they finish onboarding. 
• Send onboarding emails.  
• Connect onboarding with an internal workflow.  

FAQs

Can I create an onboarding template without a workflow template? 

Yes. You can create an onboarding template without connecting a workflow template. You can connect one later by editing the onboarding template. 

Can I connect more than one workflow template? 

No. Each onboarding template can only have one connected workflow template. 

Can I upload more than one attachment? 

Yes. You can add multiple attachments to an onboarding template. 

Can I add multiple email templates? 

Yes. You can create and use multiple email templates in an onboarding template. 

Can I use any employee profile field during onboarding? 

Yes, but a field is only listed if its "Visible to" and "Collect from" settings allow it. For new hire fields, "Visible to" must be the Employee or Everyone, and "Collect from" must be the Employee.