New joiner onboarding workflow

The new joiner onboarding workflow automatically assigns a feedback survey and a mandatory course to every new employee. The workflow monitors completion and sends reminder emails to employees, and their manager, if required, to keep onboarding on track.

Trigger: User creation

Prerequisites

Before the workflow runs, ensure the following are in place:

The correct survey is selected in the “Assign Survey” node.
The correct course is selected in the “Assign Course” node.
Each “Send Email” node has a subject line, body text, and the appropriate recipients configured.
The employee's manager is assigned in their profile so the Day 21 CC reaches the right person.

How the workflow works

The workflow starts automatically when a new user account is created in Engagedly. The following table summarizes each stage.

Day	Action
Day 5	System assigns the onboarding survey to the new joiner.
Day 8	If the employee has not submitted the survey, the system sends a reminder email.
Day 10	System assigns the mandatory onboarding course. The completion deadline is Day 16.
Day 17	If the employee has not completed the course, the system sends a reminder email. The new deadline is Day 20.
Day 21	If the employee still has not completed the course, the system sends a final reminder email and CCs the employee's manager. The new deadline is Day 25.

Workflow steps

Step 1: Assign the onboarding survey (Day 5)

The workflow waits 4 days after user creation, then assigns the onboarding survey to the new joiner on Day 5.

Purpose: Collects early feedback from the employee about their onboarding experience.

Step 2: Send a survey reminder (Day 8)

The workflow waits 3 days after the survey is assigned. If the employee has not submitted the survey, the system sends a reminder email on Day 8.

📒Note: If the employee submits the survey before Day 8, no reminder is sent.

Step 3: Assign the onboarding course (Day 10)

The workflow waits 2 days after the Day 8 check, then assigns the mandatory onboarding course on Day 10.

Due date: Day 16 (6 days from assignment)
Type: Mandatory

Step 4: Send a course completion reminder (Day 17)

The workflow waits 7 days after the course is assigned. If the employee has not completed the course by Day 16, the system sends a reminder email on Day 17.

New deadline communicated: Day 20

Step 5: Send a final reminder with manager CC (Day 21)

The workflow waits 4 days after the Day 17 reminder. If the employee has still not completed the course, the system sends a final reminder email on Day 21.

Recipients: Employee (To), Manager (CC)
Final deadline communicated: Day 25

End of workflow

The workflow ends after the Day 21 reminder is sent. No further automated actions occur after this point.

ℹ️Additional information:

Trigger: The workflow triggers automatically when a new user is created. No manual action is required.
Deadlines: Deadlines are calculated from the day the action is assigned, not from the employee's start date.
Reminders: Reminder emails are conditional. The system only sends them if the employee has not completed the required action by the check date.
End state: After Day 21, escalation stops. Follow up manually if the employee does not complete the course by Day 25.