A flow template is your flowchart for preboarding, onboarding or offboarding. It determines which tasks are due, who will do them and when.
A flow template can contain tasks from three phases:
Preboarding: until the first day of work
Onboarding: from the first day of work
Offboarding: until the last working day
If you open a flow template, you will see the phases as tabs in the top left above the list. Below that, each task is in its own line. The “Task Name” column shows what needs to be done, “Responsible” who will do it, and “Relative Date” when. −14 means 14 days before the first working day.
Task template, flow template, flow
Three terms that build upon one another:
Task template: a single task, for example, "fill out personnel questionnaire" or "order a laptop."
Flow template: a collection of task templates organized into a sequence, including specified timing and assigned responsibilities.
Flow: When you launch a flow template for an employee, it becomes their individual flow. From that point on, the tasks are executed specifically for that person.
Example: Launching the "Sales Onboarding" flow template creates a flow for Anna Müller.
Why use flow templates?
Build once, use repeatedly: Set up a workflow once and launch it for every new hire.
Nothing gets overlooked: Every employee follows the same set of steps.
Everything stays on schedule: Deadlines are based on an employee’s first or last day of work. Each task is assigned to the right person—such as the employee, their manager, or their "buddy"—at exactly the right time.
Flows adapt: Using rules, a flow can respond to specific inputs. For example, an employee who needs a company car will receive the relevant tasks, while others will not.
How to find your flow templates
Click on "Flow templates" in the left-hand menu. You will see a list of all your flow templates, along with the number of tasks included in each phase. To create a new one, click "Create new flow template" in the top-right corner.
Important: Changes to a flow template only apply to flows that you start afterward. Flows that are already running remain unchanged. To learn how to adjust a running flow, see the article: "How do I change tasks when starting a flow or while a flow is in progress?"