Creating and Managing Workflows in PartnerHub

In this article:

• What are Workflows?
• Why should I configure Workflows for my network?
• How do I create a Workflow?
  
  • To do
  • Questionnaire
  • eDocs
  • Add from library
• How do I edit existing Workflows and Tasks?
• How do I share a Workflow with my network?
• What does my network experience?
  
  

What are Workflows?

Workflows are structured task lists designed to support the employee lifecycle—from onboarding new hires to engaging current team members, facilitating promotions, managing offboarding, and more. Think of them as easy-to-use, repeatable checklists that help locations execute employee engagement consistently, save time, and improve employee retention. Whether a manager welcomes a new hire, prepares for a promotion, or completes exit tasks, Workflows ensure nothing important slips through the cracks.

Why should I configure Workflows for my network?

Workflows empower Partners to deliver real, measurable impact across their network. By creating and sharing structured task lists, you help your members:

• Onboard and engage employees more effectively
  • Equip every location with clear, repeatable steps to welcome new hires and retain top talent.
• Reduce turnover and drive long-term growth.
  • A more connected, engaged workforce leads to lower hiring costs, higher employee satisfaction, and more sustainable revenue across your network.
• Eliminate missed steps and manual follow-ups
  • Task reminders for managers and employees ensure nothing slips through the cracks, from Day 1 checklists to performance milestones.
• Foster stronger employee connections.
  • Workflows help locations build meaningful relationships between employees, their managers, and the broader team, starting before Day 1 and continuing through the first 90 days and beyond.
• Save time and simplify operations.
  • Replace paper processes and ad-hoc onboarding with intuitive, digital workflows built to support how teams work.
• Deliver an exceptional experience at scale.
  • Pre-loaded workflow templates make it easy for every location to offer a polished, consistent new hire journey from the very start.
• Boost efficiency and centralize oversight.
  • Gain visibility into how locations are managing onboarding and employee engagement.
• Keep employee data secure and compliant.
  • CareerPlug uses industry-standard encryption to safeguard employee information and protect your network.

How do I create a workflow?

1. When you're ready to make a new workflow, click the + New Workflow button and select the type of workflow you'd like to create from the drop-down menu: Onboarding, Engagement, Promotion, Offboarding, or General.

1. • Onboarding — Set employees up for success, including Federal, State, and Employee Verification forms
   • Engagement — Schedule recurring tasks like check-ins, one-on-ones, or performance reviews to ensure high employee satisfaction and retention.
   • Promotion — Ease the transition from one role to the next by preparing for their new position.
   • Offboarding — Schedule tasks for when an employee leaves a business, such as collecting keys or deactivating accounts.
   • General — Add any one-time or recurring workflow that can be assigned, like annual certifications or skill-up.

1. Enter a name for your new workflow in the field at the top of the page.
2. Add a task type template to your workflow by clicking the associated tile:

• To do- A simple task for employees or managers to complete.
• Questionnaire- Web-based questionnaires or surveys that allow you to collect information from new hires and existing employees.
• eDocs- Custom PDFs with dynamic fields that employees, or employees and their manager, can complete.
• Add from library- Existing task templates you've created for other workflows.

All of the tasks you create will appear under the task type tiles. Click the eyeball icon to view a task, the pencil icon to edit a task, or the "X" icon to delete it.

To do

To dos are simple tasks that you can assign to employees on your team.

1. Enter a Task Name.
2. Enter Task Instructions and format them using the editing toolbar.
3. Turn on the Make this task optional toggle to make completing the task optional. New tasks are set as required by default.
4. Leave the Require manager approval toggle on to require that an employee's manager sign off on a task's completion.
5. Leave the Add task to library toggle on to add this task to the Task Library for future use in other workflows. It's set as on by default.
6. Select an Assignee for the task — the person responsible for completing it.

1. • Employee - The employee associated with the task.
   • Manager - The manager of the employee associated with the task.

7. Set the # of days until the task is due and select whether it needs to be completed before or after the employee's start date.

8. (Optional) Set the # of days the task is unlocked before the due date.

9. When you're done setting up your To Do task, click the Done button.

Questionnaire

Create web-based questionnaires to help you get specific information or feedback from your team.

1. Enter a Task Name.
2. Turn on the Make this task optional toggle to make completing the task optional. New tasks are set as required by default.
3. Leave the Require manager approval toggle on to require that an employee's manager sign off on a task's completion.
4. Leave the Add task to library toggle on to add this task to the Task Library for future use in other workflows. It's set as on by default.
5. Select an Assignee for the task — the person responsible for completing the task.

1. • Employee - The employee associated with the task.
   • Manager - The manager of the employee associated with the task.

6. Set the # of days until the task is due and select whether it needs to be completed before or after the employee's start date.

7. Set the # of days before the task is unlocked after the employee's start date.

8. Click the Next button.

9. Add questions or notes to your web form by clicking the associated tile:

• Help Text- An open field for notes, instructions, or details that are important to completing the form.
• Yes/No- A simple yes-or-no question.
• Multi Line- A question with an open-ended response.
• Selection- A multiple-choice question with response options that you edit yourself.

10. When you're done adding content to the form, click the Done button.

Help Text

1. Enter your Note Content in the Configuring Note pop-up, using the editing toolbar to format.
2. When you're done, click the Save button.

Yes/No

1. Enter your question in the Configuring Question pop-up.
2. If you want to make the question optional, turn off the Required toggle.
3. When you're done, click the Save button.

Multi Line

1. Enter your question in the Configuring Question pop-up.
2. If you want to make the question optional, turn off the Required toggle.
3. When you're done, click the Save button.

Selection

1. Enter your question and Response Options in the Configuring Question pop-up.
2. To add more fields for responses, click the Add Response Option button.
3. If you want to make the question optional, turn off the Required toggle.
4. When you're done, click the Save button.

eDocs

Upload & digitize your PDF forms so they can be completed by an employee or an employee & their manager.

1. Enter a Task Name.
2. Turn on the Make this task optional toggle to make completing the task optional. New tasks are set as required by default.
3. Leave the Require manager approval toggle on to require that an employee's manager sign off on a task's completion.

• • A manager's signature or approval is required only after an employee completes the fields they are required to complete on a form.
  • When an employee has completed their side of a form, their manager will get an email from CareerPlug with a link to access the form. They should click the link to view the form and take action on it.

4. Leave the Add task to library toggle on to add this task to the Task Library for future use in other workflows. It's set as on by default.

5.  Select an Assignee for the task — the person responsible for completing the task.

• Employee - The employee associated with the task.
• Manager - The manager of the employee associated with the task.

6.  Set the # of days until the task is due and select whether it needs to be completed before or after the employee's start date.

7.   Set the # of days before the task is unlocked after the employee's start date.

8. Click the Next button.

9. Click the Select File button and choose a PDF from your computer to upload. You can also drag and drop a PDF directly from a folder or your desktop into the gray area.

10.  Drag the Form Fields you want to use onto the document and configure the Field Details in the left sidebar.

• Signature - A field to capture electronic signatures or initials from the form filler.
• Text Field - A field for the form filler to enter a response or a field that you can prefill with specific data.
• Checkbox - A field for the form filler to check off (as an acknowledgment, selection, etc.).
• Date - A field for the form filler to select a date or a field that you can prefill with the current date.
• Dropdown - A field with selectable options for the form filler to choose from.

11. Click the Save and Exit button to complete your form.

Editing Field Details

Field Details vary by field type. See below for more information.

• For all field types:
  • Enter a new Field Name (if desired). You can also leave it as is.
  • Enter Instructions to provide any guidance a form filler might need in relation to this field (if desired).
  • Select who the field should be Completed by using the drop-down menu: Applicant/Employee or Manager/Admin.
  • Check the Required checkbox to make the field required (if desired).
  • Check the Opaque checkbox to add a white background to the filled field on the finalized PDF (if desired).
• For Signature field types:
  • Select the Signature Type you want from a form filler using the drop-down menu: Signature Area or Signed Initials.
• For Text Field field types:
  • Select the Text Field Type you want using the drop-down menu: Open Text Response or Large Open Text Response.
  • Add Prefill data to the Text Field (if desired) using the drop-down menu to choose what type of data will be prefilled.
• For Checkbox field types:
  • Select the Selection Type you want using the drop-down menu: Multiple Selection (Checkbox) or Single Selection (Radio).
  • Enter Answers in the available field(s). Click the Add Answer button to add another field. Click the "X" icon to remove a field.
• For Date field types:
  • Add Prefill data to the Date field (if desired) using the drop-down menu; select Today's Date.
• For Dropdown field types:
  • Enter Dropdown options that you want a form filler to be able to select. Click the Add Option button to add another field.

When you're done setting up the Field Details, click the Save button.

Add from library

Any To dos, Questionnaires, and eDocs you create as part of your workflows will be saved in your Task Library, allowing you to build a collection of templated tasks that you can add to future workflows.

If you've added tasks to your Task Library, you can build your workflow from existing tasks.

1. In the Task Library drawer, click the checkbox next to any existing task you want to include in your workflow.
2. Click the Submit button when you're done.

How do I edit existing workflows and tasks?

To view and edit any existing workflows, click the pencil icon next to the workflow on the Workflows page. Click the garbage can icon to delete a workflow permanently.

What are Pre-loaded Workflows?

Pre-loaded workflows are basic best practices that can be copied and assigned to new and existing employees. All of our pre-loaded workflows have general-content tasks that can help lay a foundation for Onboarding, Offboarding, and Engagement. To use a pre-loaded workflow:

1. Select the Pre-Loaded Workflows tab on the Workflows page.
2. Select the Copy button next to the workflow you wish to use.

3. Confirm the workflow you wish to copy.

6. Locate and edit the workflow you copied.

5. Rename the workflow and make it your own.

How do I share a Workflow with my network?

Once you have your workflow completed, the last step is to share it with your network.

1. Go to My Workflows on the Workflows page.
2. Select the pencil icon next to the workflow you want to share.

3. Under Workflow options, select Publish Workflow

You can see the publish status of your workflows on the main navigation page.

What does my network experience?

Once you’ve published a workflow, your network will have access to copy and assign that workflow to their employees.

Published Partnership workflows can be found under the Edit Workflows tab of the main Workflows page. 

As with pre-loaded workflows, your network will be able to copy Partnership workflows to their accounts.

Once copied, all tasks will be available to add to other workflows, as well as a full copy of the workflow itself.