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13 – Advanced FlowLogic HR Automations
In this session, we’ll walk through practical, hands-on training to implement FlowLogic Automations and Form Design to create digital workflows that streamline Onboarding and Offboarding for both Staff and Clients.
Using FlowLogic Automations, you can streamline the onboarding of offboarding of your staff and clients, ensuring business processes are followed and compliance is maintained, all while smoothing out the administrational side of your business, and through the use of customised forms that closely match your internal business processes, documentation can be easily created and compliance ensured.
This session is ideal for Business Managers, Operations Managers and Business Owners looking to keep a close eye on the day to day operations of their business.
- Flow Logic Automations for Onboarding and Offboarding: Daniel led a comprehensive walkthrough for the team on designing and implementing Flow Logic automations to streamline client and staff onboarding and offboarding processes, highlighting best practices, technical steps, and advanced features.
- Planning Automation Workflows: Daniel emphasized the importance of planning automation workflows before implementation, recommending that organizations clearly define job roles, responsibilities, and internal policies. He suggested using whiteboards to map out processes and roles, ensuring that each step in the onboarding or offboarding process is well-documented and understood before building automations in Flow Logic.
- Client Onboarding Automation Steps: The session detailed a step-by-step approach to automating client onboarding: starting with the creation of a new client record by an admin, triggering notifications to the HR admin group, progressing through intake form completion, notifying the finance team for funding allocation, and finally alerting the rostering team when the client is ready for service scheduling. Each step is managed by a separate automation, with Daniel recommending the use of groups for notifications to simplify updates when staff roles change.
- Advanced Automation Triggers and Conditions: Daniel explained the use of advanced triggers such as status changes (e.g., referral to active), scheduled reminders for incomplete tasks, and the importance of using ‘AND’/’OR’ logic in automation conditions. He advised breaking complex automations into multiple simpler ones for clarity and maintainability, and highlighted the ability to reference fields from primary and secondary forms within automations.
- Staff and Client Offboarding Automations: For offboarding, Daniel described automations that modify user permissions when a client or staff member’s status changes to archived or inactive. This includes removing staff access to client records and disabling staff accounts in Flow Logic, either manually by HR or automatically via automation, depending on organizational policy. He also discussed using checklists and tick boxes in offboarding forms to ensure all necessary steps are completed before access is revoked.
- Automation Management and Best Practices: Daniel recommended regular audits of automations to ensure only relevant ones are enabled, preventing outdated notifications and maintaining compliance. He demonstrated how to use automation log files to verify execution and troubleshoot issues, and stressed the importance of targeted notifications to avoid overwhelming staff with irrelevant messages.
- Planning Automation Workflows: Daniel emphasized the importance of planning automation workflows before implementation, recommending that organizations clearly define job roles, responsibilities, and internal policies. He suggested using whiteboards to map out processes and roles, ensuring that each step in the onboarding or offboarding process is well-documented and understood before building automations in Flow Logic.
- Technical Tips and Hints for Flow Logic Automations: Throughout the session, Daniel provided numerous technical tips for optimizing Flow Logic automations, including the use of record links in notifications, group-based notifications, and strategies for handling edge cases and compliance requirements.
- Notification Optimization: Daniel advised always including record links in automation notifications to streamline user access to relevant records, and recommended sending notifications to groups rather than individuals to simplify updates when staff roles change.
- Handling Edge Cases and Compliance: He discussed the importance of designing automations to handle edge cases, such as ensuring service agreements are current before activating clients, and using automations to enforce compliance by checking that all required fields and steps are completed before progressing.
- Form and Trigger Naming Conventions: Daniel suggested using clear and descriptive names for automations and triggers, such as ‘onboarding step 1’, to make them easy to locate and understand, especially for future users or during handovers.
- Notification Optimization: Daniel advised always including record links in automation notifications to streamline user access to relevant records, and recommended sending notifications to groups rather than individuals to simplify updates when staff roles change.