5 Custom Workflow Examples for Human Resources Processes

HR workflows are a great way to break down and visualize the steps that need to be taken to complete a task. They can be complex, so we have put together 5 workflow examples for you.

Workflows are the ways people get a task done, the vast majority of the time these can be illustrated as a series of steps that need to be completed sequentially in a diagram or alternatively a checklist. This helps individuals breakdown and visualize the steps that need to be taken to get a task done. You can execute a workflow as an individual, or if a task includes other people, they can also be incorporated into the process. Each workflow example starts by describing the overall goal of the process, which in turn summerizes what the workflow should achieve, and the context in which you may be able to automate this process.

This system can be hugely beneficial to the majority of human resources processes, as such we have put together 5 custom workflow examples for human resources processes. Each workflow example starts by describing the overall goal of the process, which in turn summarizes what the workflow should achieve, and the context in which you may be able to automate this process.

Hiring an employee

There’s no right or wrong way to conduct your recruitment, so this system can be manipulated as a workflow constantly. This example changes focus from filling a vacancy to responding to a job application, which makes more sense when there are few applicants for positions that generally stay open. It gives you an overarching view of what needs to be done for an employee to be successfully recruited. Once you have advertised your job, and had applications sent in, the second step in the hiring process is evaluating the CV. This will primarily be completed by the talent manager, however those CV's that stand out will usually be put forward in front of the individual that will be managing the new hire.

Once the CV's have been evaluated and a certain number of them approved, the next stage will be to plan the interview. Considering you will most likely need more than one person's opinion on hiring an individual, you will need to organize three calendars accordingly to find the best suitable time to conduct the interviews. Conducting the interviews in bulk can work better as you can set aside a whole morning for interviews and get them done in slots. Once you've find a time that works for both the interviewee and the interviewer, you'll need to interview the potential hire. During this stage, it would be useful to take notes to refer to in the future when you are making the decision. Once you have conducted all the interviews of the individual candidates, you will need to decide which candidates are succesful, and which are going to be rejected. Once this has been decided, you can draft up an offer of employment which will need to include information along the line of; a job title, job description, reporting structure, salary, starting date, benefits information and eligibility, acknowledgement of offer.

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Approve Vacation Request:

Perhaps we should have started with this as it’s the most basic, but even approving a vacation request can have a workflow. The greater purpose of using such a system within workflow software is to be able to track the steps each individual took within the process for future reference.

Here you can see the simple steps incorporated, starting with an employee submitting a vacation request. The employee's, manager with then be notified that the employee has submitted the vacation request and will have to analyze the request and decide if the employee has enough days holiday left, and if the vacation time requested will suit the running of the business. If if the vacation time requested is feasible, then the manager can approve the request, or deny the request if not. Either way the employee will then receive a notification dependant on the outcome.

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The onboarding breaks down into a series of phases, each of which includes a number of parallel preparation tasks. The key milestones are signing a contract with a start date, the first day in the office, and the end of an initial trial period. Nonetheless, prior to the onboarding, an employer should gather the future employees details necessary for employment, this can range from national insurance numbers to proof of residency. The next step would be conducted by the hiring manager, and will incorporate the pre-employment checks, this can range from vetting a new hires social media, to a full Disclosure and Barring Service check (DBS).

The next step - new joiner activities- will incorporate the more social side of onboarding, this can range from providing the assets necessary to do the job such as a laptop or a car, to introducing the individual to the team they will be working with, and then taking them out for lunch to go through some icebreakers. The confirmation stage is necessary for the employee to confirm that they have everything they need, both material and knowledgeable to complete the tasks they have been set. The last stage 'Post-employment review' is a highly important aspect of onboarding, it's dependant on the employer as to the time scale of when this is undertaken, but usually this happens at the end of ones probation. This is essentially a check in to make sure the employee has everything they need to complete their work, and is coping well with the work they have been given. This opens up the conversation of what the next steps are to improve the employees performance.

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Reimbursement of expenses

Reimbursing expenses is a vital HR component of many big corporations, therefore having a process in place is key, and to control and approve all of this is a complex procedure, involving several departments. Creating a workflow process for this makes everything happen faster in additions to allowing cost control and cost analysis to check deviations or procedures that can lower costs.

This begins with an employee submitting a reimbursement request for an expense they incurred to the whoever may be responsible, this is usually management. Management will then analyze the expense to judge whether or not the claim fulfils the necessary requirements, then approve or reject it. If approved, the necessary documentation will be needed to be sent to the individual(s) in charge of company finances who have the ability to reimburse an employee. Once the reimbursement has been paid, the employee will need to receive an email deposit receipt for their own reference.

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Employee offboarding

A perfect resignation procedure is quite significant for both employers and employees. As for the former, the staff are very important for company's long-term development and profit earning. So it's crucial for employers to retain talented workers and maintain image in exit procedure. A good resignation process not only ensures that relevant things concerning resignation are dealt with effectively but can also help to receive much useful feedback from resigning employees. Here is an example workflow for employee off-boarding. This has been broken down into phases, each of which incorporates specific details:

Phase 1: The basic information to be submitted by the employee that is leaving the company such as name, team, manager, date of resignation, and an attachment of their letter of resignation.

Manager input: A manager will need to acknowledge the change, and notify those who the change will affect, and start putting a plan into action for the handover. Furthermore they will need to analyze which documents (if any) the employee will need to fillout and send over before they leave.

Phase 2: The employee will need to complete all the necessary documentation provided by management. This is dependant on your own organisational requirements, however it could include; NDA's, non compete agreements, benefits documents, and asset documentation.

Document & Asset Recovery: This is an acknowledgement upon receiving the necessary documentation, and assets from the employee.

Phase 3: Knowledge transfer. This is the process of the employee transferring any knowledge that they may need to such as client introductions, and research conducting, or project management if they are part of a project that is yet to be complete.

Knowledge transfer Acknowledgement: The manager must acknowledge that all bases have been covered, and all necessary information passed over.

Final Stage: Hold a farewell gathering for the employee, perhaps buy them a departing gift, or just say 'goodbye', its totally up to you.

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Henry Watson

Henry Watson

Employee Experience Champion

5 minute readPublished on February 26, 2020

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