Workflows in TalentHR help you automate recurring HR processes, reduce manual work, and keep important tasks organized across your organization.

With Workflows, you can automatically trigger actions when specific employee events occur, such as onboarding a new hire, celebrating birthdays, managing offboarding tasks, assigning training, or sending reminders.

Previous onboarding/offboarding task management functionality has now been fully incorporated into Workflows, and older existing tasks have been automatically converted to workflows.

Create a new workflow

To create a new workflow:

1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Workflows (1) from the main menu.

2. Click Add workflow (2).

You can either build your workflows manually, or use AI to generate a workflow from a prompt.

You can also rename your workflows, save them as drafts, and publish or unpublish them at any time.

Create a workflow manually

To build a workflow manually:

1. Click Select trigger (3).

2. Choose the event (4) that will start the workflow.

Available triggers include:

• New hire added
• Employee terminated
• Employee field updated
• Birthday
• Work anniversary
• Employee date reached

3. Define who (5) the workflow applies to. You can apply a workflow to:

• All employees, or
• Specific groups based on:
  • Location
  • Division
  • Department
  • Job title
  • Employment status
  • Individual employees

4. Click Save (6).

Once the trigger is configured, you can start building your workflow.

Create a workflow using AI

TalentHR also lets you generate workflows automatically using AI.

To create a workflow with AI:

1. Go to Workflows, and click Add workflow.

2. In the AI prompt box (1), describe the workflow you want to create.

For example: 

When an employee has a birthday, send them an email wishing them a happy birthday.

Alternatively, choose from frequently used workflow templates (2) directly from the AI panel.

3. Click Generate (3).

TalentHR will automatically create the workflow structure (4) based on your prompt.

You can then:

• Edit the generated workflow
• Add more actions or rules manually
• Regenerate the workflow if needed

Add actions to a workflow

After creating a trigger or while editing an AI-generated workflow, click the + icon (1) to add actions.

Available actions include:

• Send email
• Create membership task
• Assign TalentLMS training
• Create task

A. Send email

The Send email (2) action lets you automatically send emails when a workflow runs.

You can:

• Select recipients
• Customize the subject line
• Create your own email message
• Schedule when the email should be sent

Available recipients include:

• The employee themselves
• Their manager
• Another employee
• A custom email address

You can also use dynamic placeholders, such as:

• {employee.first_name}
• {company_name}

B. Create membership task

The Create membership task (3) action lets you automatically assign membership-related tasks to employees.

You can:

• Set a task title
• Assign the task to an employee
• Select the membership to assign
• Add notes
• Configure due dates and reminders

C. Assign TalentLMS training

Use the Assign TalentLMS training (4) action to automatically assign TalentLMS training as part of a workflow. 

This can be tied to onboarding, compliance training, role transitions, or recurring employee training processes. 

For example, you can automatically assign onboarding training 7 days before an employee’s hire date so they can complete it before their first day. 

Configure the following settings:

• Title: Internal name for the workflow action
• Assign to: Select the workflow recipient
• TalentLMS training: Select the course or learning path to assign
• Notes: Optional internal notes
• Schedule: Configure when the training should be assigned
• Alert: Configure reminder notifications before the due date

D. Create task

Use the Create task (5) action to create internal HR tasks or employee tasks as part of a workflow.

Tasks in TalentHR are especially useful for onboarding, compliance processes, equipment preparation, approvals, or recurring operational steps.

When creating a task, you can configure:

• A task title
• The assignee
• Internal notes or instructions
• Due dates
• Alerts/reminders
• Task dependencies

You can assign tasks to:

• The employee themselves
• Their manager
• Another employee

You can also configure whether the next workflow action should wait until the current task is completed.

For example:

• Block access provisioning until paperwork is completed.
• Wait for HR approval before assigning training.
• Complete equipment preparation before sending onboarding instructions.

Add rules to a workflow

Workflows can include conditional logic using rules (1). 

Click the + icon to add rules. Available rule types include:

• Yes/No condition
• Parallel

A. Yes/No condition

The Yes/No condition (2) rule creates branching logic based on employee data.

For example:

• If an employee’s birth date is before a certain date, trigger one set of actions
• Otherwise, trigger a different path

This lets you build more advanced and flexible workflows.

B. Parallel

The Parallel (3) rule lets multiple actions run simultaneously.

For example, during onboarding you could:

• Send a welcome email
• Assign TalentLMS training
• Create HR tasks

all at the same time.

You can configure how many parallel actions should run within the rule, with a maximum of 3.

Publish or save a workflow

When your workflow is ready, you can:

• Confirm the workflow’s internal title (1)
• Click Save draft (2) to continue editing later, or
• Click Publish (3) to activate the workflow

Only published workflows will run automatically.

Migrated onboarding and offboarding workflows

Existing onboarding and offboarding tasks from previous TalentHR functionality are automatically converted into workflows.

Migrated workflows:

• Include a migrated label and a unique identifier code (1).
• Can be edited, renamed, or updated at any time.

This helps preserve your existing HR automation setup while transitioning to the new Workflows experience.

Manage existing workflows

All workflows are listed on the main Workflows page.

From there, you can:

• Enable or disable workflows
• Edit workflows
• Rename workflows
• Publish or unpublish workflows
• Delete workflows

Best practices for Workflows

To keep your workflows organized and easy to manage:

• Use clear workflow names.
• Group workflows by process type.
• Test workflows with 1-2 profiles before rolling them out to the entire company.
• Use conditional rules to reduce duplicate workflows.
• Keep email content concise and relevant.
• Review active workflows regularly.