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Creating a Workflow

Build a reusable workflow template — sections, actions, timings and assignees — and publish it so it's ready to start for residents.

CREATE THE WORKFLOW

  1. On the Workflows page, click + Create Workflow.

  2. Enter a Workflow name, for example Admission – long stay.

  3. Choose the Workflow type: Resident or General.

  4. Add sections and actions (see below).

  5. Click Save as Draft or Save and Publish.

Your work is saved automatically as you go, and the bottom bar shows when it was last saved.

ADD SECTIONS

Click Add Section, then click Section name in the coloured bar and type a name. The bar shows how many actions the section holds. Use the arrow to collapse or expand it, the bin icon to delete it, and the handle on the left to drag it into a different order. Collapse all sections and Expand all actions open or close everything at once.

ADD ACTIONS

Click + Add Action inside a section, or Add Action in the bottom bar. Every action has these fields:

  • Action Title — what people will see, for example Welcome message to the family.

  • Action type — what the action does (see Action types below).

  • Assignee — who receives it: Managers/Staff, All relatives, Primary Relative or Resident. You can choose more than one. If you choose Managers/Staff, a Staff Type field appears: pick the role or roles, for example ADON or Activity coordinator. Everyone with that role at the worksite receives the action.

  • Trigger date and Before / After start date — when the action starts. For example, 2 and Days Before means two days before the start date. 0 and After means on the start date itself.

  • Reminder date (days after trigger date) — how many days the assignee has before the action is due. The default is 3.

Click Save at the bottom of the action. It collapses into a card showing its number, title, timing (for example D-2 or D+0) and assignee. Use the pencil icon to edit it, the bin icon to delete it, or the handle to drag it to another position.

VARIABLES

In message and description fields, click Add variable to insert details that fill in automatically for each resident:

  • Resident first name and Resident last name

  • Assignee first name and Assignee last name

  • Worksite name

  • First name of Role… and Last name of Role…, for example the name of the home's director.

A variable appears as a code in the editor, for example :worksite. In the running workflow, it shows the real value, for example Démo France.

ACTION TYPES

Text. A message or instruction written in the editor. You can add an optional attachment. The assignee completes it with Mark as Done.

Email. An email sent automatically to the assignee. Email actions have no reminder date.

Survey. Choose one of your surveys in Select a Survey. It is sent to the assignee when the action starts.

Satisfaction check. Choose a survey in Select a Satisfaction Check Survey, or click Create a new satisfaction check. A satisfaction check usually has a single emoji-scale question to collect quick feedback.

Content Library. Choose an item in Select a Content Library item. It is shared with the assignee when the action starts. You can add a description.

Document to fill. Ask the assignee to upload documents.

  • Choose who is Responsible for following it up, and their Responsible Staff Type.

  • Write a Description explaining what needs to be filled out.

  • Under Expected documents, click + Add expected document and give each one a Document name, for example Signed admission contract. Tick Mandatory if it must be uploaded. At least one expected document is required.

  • Optionally, under Document to fill attachments, click + Document to add forms for the assignee to download and fill out.

Event. An event with a description.

Change resident status. Changes the resident's status to Onboarding, Active or Archived on the trigger date, once a staff member validates it. This action is always assigned to Managers/Staff, so choose a Staff Type.

CHECK WHO GETS WHAT

The tabs above your actions filter them by assignee: ALL, STAFF, PRIMARY RELATIVE, FAMILY and RESIDENT. Each tab shows a count, so you can quickly check that a family isn't receiving too much at once. Sort by Date reorders the actions by trigger date.

SAVE AND PUBLISH

Save as Draft — keeps the workflow under WORKFLOWS> Unpublished. It can't be started yet.

  • Save and Publish — moves it to WORKFLOWS > Published, ready to start.

Changes to a template only affect workflows started after you save them. Workflows already running for a resident never change.

MANAGING YOUR TEMPLATES

On the WORKFLOWS tab, each template shows when it was created and last updated, with these icons:

  • Edit (pencil) — open the workflow and make changes.

  • Duplicate (copy) — make a copy to use as a starting point.

  • Start (play) — start it for residents. This is only available for published workflows.

  • Delete (bin) — remove it. Group workflows can't be deleted at worksite level.

FREQUENTLY ASKED QUESTIONS

I changed the template. Will running workflows update? No. Running workflows keep the actions and values they started with. Only workflows started after your change use the new version.

Tips.

  • Group actions by stage (Before arrival, First week, First month) so the timeline is easy to follow.

  • Use the assignee tabs while building to check families aren't getting too much at once.

  • Use variables so every message feels personal without extra work.

  • Start from an existing workflow with Duplicate instead of building from scratch.

RELATED ARTICLES

  • Workflows: an introduction

  • Starting, Completing and Closing Workflows

  • Group Workflows: for Group Admins

  • Group Workflows: for Worksite Managers

  • Giving a group user (HQ) a staff type

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