| Note: The Workflows feature is in Beta, and is available to all TalentHR plans. TalentHR portals on the Free plan can create up to 10 workflows. For more information on what Workflows are in TalentHR, see this article first. |
Each workflow action in TalentHR includes scheduling options that determine when the action should take place relative to an important event or date.
Depending on the action type, you can configure:
- A due date
- A send date
- Reminders
- Action blocking rules
Workflow timing is based on reference dates, such as:
- Trigger date
- Hire date
- Due date
| Note: Applicable employees are automatically notified on the trigger date. You can also configure reminder emails to be sent before due dates or scheduled workflow actions. |
A. Trigger date
The trigger date is the exact moment the workflow starts running.
For example:
- For a New hire added trigger, the trigger date is when the employee is added to TalentHR.
- For a Birthday trigger, the trigger date is the employee’s birthday.
- For an Employee terminated trigger, the trigger date is when the employee is terminated.
B. Hire date
The hire date refers to the employee’s configured employment start date.
This is especially useful for onboarding workflows where actions must happen before or after the employee officially joins the company.
For example:
- Send an email 5 days before the hire date.
- Assign onboarding training 7 days before the hire date.
- Create an IT setup task 1 day before the hire date.
C. Due date
Some workflow actions, such as tasks and training assignments, also include a due date.
Reminders can then be configured relative to that due date.
For example:
- Alert HR 3 days before a task is due
- Notify a manager 1 week before training expires
| Note: Reminders should be configured logically relative to the selected reference date. For example, setting an alert “before trigger date” usually has no practical effect, since the workflow itself starts running on the trigger date. |
D. Block next action until completed
Some actions include a Block the next action until this one is completed option.
When enabled, the workflow pauses until the current action is completed before continuing to the next step.
This is useful when actions must happen in sequence.
For example:
- Wait until onboarding paperwork is completed before assigning training
- Wait until equipment is returned before completing offboarding
- Wait until manager approval before continuing the workflow
Choosing the right scheduling logic
When configuring workflow timing, make sure the selected reference date matches the real-world process you want to automate.
For example:
| Goal | Recommended configuration |
| Send onboarding instructions before an employee joins | Before hire date |
| Notify employees on their birthday | Equals trigger date |
| Remind HR about overdue tasks | Before due date |
| Assign first-week training | After hire date |
Using the correct timing logic helps ensure workflow actions run exactly when intended.