Note: Only activated employees and admins receive workflow notifications.

0. Flowchart

For a better understanding of how workflows work:

And one example of a real workflow:

Step 1: Create an email template

Go to Settings > Email Templates and click (+) Create email template.

Fill in the following fields:
- Name — internal name of the template
- Subject — subject line of the email

Template details (right panel)

Field	Description
Category	HR, Recruiting, or Other — choose what matches your workflow
Company	If you have multiple companies, select the relevant one
Language	Language of the template; also determines the language of auto-filled placeholders
Object	Must match the object in the associated workflow — e.g. Time off request, Employee, Task. For recurring workflows: select Recurring workflow
Field	Placeholders that are auto-filled (e.g. name, date). Copy and paste into the email body

Content

Use the copied placeholders in the email body to personalise messages:

{!relatedUser.displayName} has requested {!_timeOffTypeName} from {!_from} to {!_to}.

Click Save.

Step 2: Create a workflow

Go to Settings > Workflows and click (+) Create workflow.

Workflow definition

Give the workflow a name and choose the type:

Event-based workflow (default) — triggered when a specific event occurs, e.g. a new time off request. Leave the Repeat workflow toggle off.
Recurring workflow — triggered at a set time or on a regular schedule, e.g. to remind about expiring contracts. Activate the Repeat workflow toggle and fill in:

Field	Description
Frequency	Annually, monthly, weekly, daily, or once
Start date	Date of the first execution
End	Never or On (with end date)

Note: For recurring workflows, select Recurring workflow as the object in your email template (Step 1).

For recurring workflows click Save & Next.

Example event-based workflow:

Object

The object determines which data the workflow refers to — e.g. Time off request, Employee, Task, or Document.

⚠️ Note: The object in the email template and in the workflow must always match. If they don't, the template won't appear as an option in the workflow.

Trigger — event-based workflows only

The trigger defines which event starts the workflow. Available triggers depend on the selected object, for example:

Time off request is created
Time off request is updated

You can also define custom triggers via Create custom trigger.

Timing — event-based workflows only

Defines when the workflow fires — immediately after, before, or at the same time as the event.

Filters (optional)

Filters restrict when the workflow is triggered. They consist of conditions and values:

(+) AND — add another condition to the same filter (all conditions must be met)
(+) OR — add a new filter condition (at least one must be met)

AND example: Status = Pending AND Time off type = Vacation

OR example: Status = Pending OR Status = Approved

Click Save and continue.

Step 3: Add actions

On the Add workflow actions page, click (+) Add action and fill in:

Field	Description
Action name	Internal name, e.g. Email to manager
Action type	Email notification, Task, or Slack post (Slack integration required)

Action type: Email notification

Field	Description
Email template	Select the template from Step 1 — object must match
Sender email address	Default: [email protected] or [email protected]; can be customised to your own domain
Recipients	Employee, manager, specific employee, department, office, or company

By default the business email address is used. Via Email from existing field you can select an alternative, e.g. an emergency contact email or a custom email field.