Overview
This article explains how to use Altra’s Workflow feature to manage structured processes such as resident onboarding, short stays, transfer between homes or even incident management. You'll learn how to create workflows, add different types of
actions, monitor progress, and enable the optional "Onboarding" status for residents.
What is a Workflow?
Workflows are structured sets of tasks that help you deliver consistent care, engagement, and communication processes over time. Each workflow is based on a Start date (e.g. date of admission), and includes actions scheduled to trigger before or after that date.
As a Manager, you can access the Workflows page to view, create, and manage workflows.
Each workflow can be:
Published (available for use)
Unpublished (still in draft mode)
Creating a Workflow
To create a new workflow, click Create Workflow in the top-right corner.
Add a workflow name, then add your actions, define the action type, who is the assignee and what is the trigger date versus the start date.
Action Settings
Each action includes:
A type (text, satisfaction check, questionnaire, email, etc.)
An assignee (e.g. a team role, family member, key contact)
A trigger date (number of days before or after the reference date)
A due date (number of days after the trigger date)
Trigger Date
This is a positive or negative number based on the reference date.
Example: If the resident’s admission date is 30/09/2025 and you want an action to happen on 15/09/2025, the trigger date will be -15.
Due Date
The due date is the number of days after the trigger date by which the task must be completed. A reminder will be sent on that date.
Types of Actions
Text
Sends a message in the app to the assigned person (e.g. reminder for the kitchen). Must be manually marked as Done by the assignee.Satisfaction check
Sends a one-question survey by email with emoji-style responses. Must be created in the Survey section before you can select it here. Automatically marked as completed once answered.Questionnaire
Sends a multi-question survey. Also must be created in the Survey section. Automatically marked as completed once submitted.Email
Sends an email to the assignee. The action’s title becomes the email subject, and the description is the body. Sent automatically on the trigger date and marked as completed.Content Library
Shares a document or content item with the assigned person. They must click Mark as done once completed.Document to return
Sends documents that the assignee must complete and return. A Reviewer then verifies the submission and marks the action as done.
You can create multiple workflows for different scenarios such as:
Short-term stays
Long-term onboarding
Transfer between homes
Incident management
Starting and Monitoring Workflow Progress
When starting a workflow, you'll choose:
The resident
The workflow template
The start date (e.g. admission date, transfer date, incident date..)
Active Workflows
All ongoing workflows appear in the Active tab.
Click View to see:
Upcoming actions
In-progress actions
Completed actions
Archived Workflows
A workflow moves to the Archived tab when:
All actions are completed, or
It is manually closed
You can still view the workflow details, attached documents, and task history.
Who Sees What
Managers see all actions and can reassign tasks.
Staff, family contacts, and relatives only see actions assigned to them.
Group Workflows
If you are a Group user, you can create workflows and publish them across multiple facilities.
Once published, the workflow is created in each selected home.
At the home level, local users can:
Modify assignees
Edit descriptions and attachments
But cannot add or delete actions
Note: Satisfaction checks, Questionnaires, and Family Library items must come from Group-level resources.
Optional: Resident “Onboarding” Status
You can enable the "Onboarding" resident status in the Organisation Settings under the Residents tab.
When creating or editing a resident:
You can assign them the Onboarding status
They will not appear in the list of active residents
They cannot be tagged in publications
This is useful for preparing documentation and workflows before the resident officially arrives.