How to Create Workflows in Worksuite

Workflows in Worksuite help you automate routine tasks, improve efficiency, and ensure consistency in your processes. A workflow takes talent through the same set of stages every time, for example signing agreements, sharing documents and getting approved. It can also run actions when talent reach a stage, such as adding them to a group or creating a Contract.

This guide will walk you through the steps to create, customize, and manage workflows so you can streamline your operations and focus on what matters most: building strong relationships with your talent and teams.

TABLE OF CONTENTS

How workflows work

A workflow is a set of stages that talent move through in order, from the first stage to the last. Each stage does one job: it asks talent for information, gives your team something to review, or runs an automatic action.

  • Talent-facing stages appear on the talent's dashboard. Talent complete them by filling in forms, uploading documents, or adding their bank and tax details.
  • Internal stages are completed by your team, for example a compliance check or a manager's approval. Talent never see them.
  • Action stages run automatically when talent reach them, for example adding talent to a group or creating a Contract.

When talent complete a stage, they either move on to the next stage automatically or wait until a team member reviews the stage and moves them on. You choose this for each talent-facing stage with the Type of stage setting (Automatic stage or Manual stage); see Stage behavior. Most stages can also have a stage manager, who gets notified about the stage and can act on it.

Once talent complete the last stage, they have finished the workflow. Your team can follow everyone's progress from the workflow page. To learn more, see How to Manage Workflows: Stages, Stage Managers and Moving Talent.

Create a workflow

  1. In the side menu, go to Workflows > Workflows.
  2. Click Create new workflow.
  3. Enter a Name for the workflow. Optionally, add a Description so your team knows what it's for.
  4. Choose the settings you need:
    • Available for inviting new partners: your team can pick this workflow when they invite new talent.
    • Default workflow: new talent you invite are added to this workflow by default. You can only tick this when Available for inviting new partners is ticked.
    • Mark partner as fully onboarded on finish: talent are only considered fully onboarded once they finish this workflow.
  5. Add your stages. Click Partner-facing stage, Internal stage or Add action stage, then choose the stage type. Each type is described in Stage categories below.
  6. Open each stage to set it up: add the questions or documents you need, choose a stage manager, and set the stage behavior. See Stage settings below.
  7. Click Save workflow. You'll see "Workflow has been added."
A workflow needs at least one stage before you can save it. To start from an existing workflow instead, duplicate it. See How to Manage Workflows: Stages, Stage Managers and Moving Talent. Your workspace may use different names for partners and stages, for example Talent or Freelancers.

When the workflow is ready, assign it to talent. To add one person, open their profile, choose Manage workflows, tick the workflow and click Apply. To add several people at once, open the workflow and click Add partners. Talent get an email letting them know they have a new workflow to complete.

Stage categories

There are three categories of workflow stages that you can add.

  • Talent-facing stage  - These will be displayed to your talent or candidates as they progress through the workflow, asking them to provide the information you request.
  • Internal-facing stage - They will only be visible to your internal team members and can be used for anything from ensuring compliance to requesting input on the talent. This option is available for Request data and Information stages.
  • Action stage - This type allows you to automate an action within your onboarding workflow. Once your talent enters the action stage, the actions you have set will automatically run.

Talent-facing stages

  • Request data - Select this stage to collect all talent information in a single stage with profile, questionnaire, and requested documents. Read more about this feature below.
  • Bank details - Select this stage to have your talent enter their bank details.
  • Tax information - Add this stage for your talent to enter their tax information
  • Portfolio - Select this stage to have your talent show their work and add their portfolio. Talent add projects as described in How to Create and Edit Your Portfolio.
  • Interview - Add a link to your scheduling page (Calendar link) so talent can book an interview.
  • Sign agreement - Choose the agreement that you would need your talent to sign during onboarding (ie. NDA)
  • Information - Shows talent details to review, then asks them to click Accept. You can show fields from the job opening or its task (or from the Contract, in a Contract workflow), answers from earlier Request data stages in this workflow, profile fields, and any heading, text or video you add. You can also show a Reject button.

Use case: show talent details pulled from a job opening or task (such as rate and dates) and ask them to accept or reject. You can rename the Accept and Reject buttons.

  • Checkr Screening - Select this stage to run a Checkr background check on your talent (if enabled for your workspace).
  • ID Verification - Select this stage to have your talent verify their identity with an ID document, such as a passport or driver's license (if enabled for your workspace).
  • Worker Classification - A compliance questionnaire used in Contract workflows. Worksuite adds it for you; contact Worksuite Support if you need it.
  • Supplier profile - Select this stage to have your talent provide their supplier profile details (if enabled for your workspace).
  • 1099Policy - Ask talent to upload proof of insurance or buy a policy through 1099Policy (if enabled for your workspace). See Reviewing 1099 Insurance in Onboarding (1099Policy Stage).

Data request types

When using the request data stage, you will have the option to define how you want to request information. To learn more, see The Workflow Editor 2.0: How to Get Started.

  • Profile field - This will import the provided information into data fields within the talent's profile.
  • Question - This is a questionnaire-style format, and information will be available when reviewing the workflow information.
  • Document request - Your talent will be asked to upload documents based on your specific requests. You can define the document, request expiration dates, and even require an internal team member to verify validity before it is considered complete.

Internal-facing stages

  • Request data - When used internally, this stage type will prompt the assigned internal team member to enter requested information about the talent.
  • Information - Shows details pulled from a job opening or task for a teammate to approve or reject (for example, a manager approval).

Action stages

  • Set partner type - Automatically set the type of your talent 
  • Add to group - Add your talent to a group automatically
  • Remove from group - Remove your talent from a group
  • Set relationship managers - Add a relationship manager automatically. See Relationship Managers.
  • Send invitation - Automatically send an invitation to talent who reach this stage.
  • Create contract - automatically generates a contract for a freelancer based on a predefined template, ready for review and signature.
  • Assign task - This stage type is specifically used in conjunction with opportunities. If added, it will assign talent to a task associated with the workflow's opportunity. To learn more, see Resource Requests and Automatic Task Creation from Job Openings.
  • Apply workflow - If multiple workflows are needed, this stage will route talent to the next required workflow.
  • Complete job opening - marks a job opening as filled or closed, indicating that no further candidates are being accepted for that position.
  • Disqualify partner - removes a candidate/talent from the hiring process, indicating they are no longer being considered for the role.
  • Link accounts - links talent to a connected service (if enabled for your workspace).
  • Checkr continuous screening - starts Checkr continuous screening for talent, using the package you choose: Criminal or Professional License Verification (if enabled for your workspace).

Stage settings

Stage behavior

Talent can flow through the onboarding stages in 2 different ways:

  • Automatic stage - Talent move to the next stage as soon as they complete this one.
  • Manual stage (default for new stages) - Talent wait until a teammate reviews the stage and moves them on.

The Type of stage setting only appears on talent-facing stages in onboarding workflows. Information stages, and talent-facing stages in Contract workflows, always move talent on automatically.

Stage Managers

Most stages (not action, Checkr Screening or 1099Policy stages) can have one or more stage managers: internal team members responsible for monitoring or taking action on the stage. They get the stage's standard emails, such as when an internal stage needs them or when talent complete a manual stage. Custom notifications reach them only if Stage manager is one of the notification's recipients. See Notification Emails: Who Gets Them and How to Start or Stop Them. To set or change stage managers, and for what only stage managers can do, see How to Manage Workflows: Stages, Stage Managers and Moving Talent.

Custom messages

You can create custom pop-up messages upon completion of the stage. These are beneficial when explaining to talent what the next steps may be, providing clear instruction, or thanking them for their time.

To email talent or your team when they reach, complete or leave a stage, see Custom Workflow Notifications.

Redirect talent to external site

If a stage requires that the talent take action on an external site, you can use this to add the URL of the desired site. This is useful in instances where assessments or additional information needs to be provided.

Disqualification Management 

Disqualify talent who should stop moving through a workflow.

Disqualification Use Cases

  • Applicant Tracking: Sourcing new applicants for your network is great! Managing hundreds of applicants is not. Open the ⋯ menu next to an applicant and choose Disqualify partner. To email the applicant a polite rejection automatically, add a custom notification to the stage with the trigger When Partner is disqualified at this stage. See Disqualification Notifications below.
  • Task Placement or Job Management: When using Job Openings / Opportunities to broadcast work to eligible talent, you can disqualify talent and send them a custom notification that thanks them for their interest.
  • General Onboarding: It's common to have lingering talent that don't take action or complete onboarding. If you don't want to archive or remove them, disqualify them and they move to the Not Onboarded profile status. To find them later, filter the workflow page by Status. See How to Manage Workflows: Stages, Stage Managers and Moving Talent.
  • Approval Workflows: Within Information stages, either internal teammates or talent can accept or reject. Don't forget to configure the Disqualified option and re-label it!

Disqualification Setup

You can disqualify talent in any workflow without extra setup: open the ⋯ menu next to them and choose Disqualify partner. However, if you have an internal or talent-facing information stage, you'll want to edit that stage and tick Show the "Disqualify" action button. 

You can update the label to something that fits your organization, such as Reject or Decline. 

Disqualification Notifications

By default, stage managers only get an email when talent are disqualified at a talent-facing Information stage, for example when talent click Reject. To notify anyone in other cases, including the talent, add a custom notification with the trigger When Partner is disqualified at this stage.

Support/Resources

Still have questions about creating workflows? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.