Workflows Overview

The Workflows feature in WorkEasy Software is designed to make your life easier by automating those repetitive tasks, approvals, and system events with customizable templates. These workflows are here to help you keep everything running smoothly with scheduling, time tracking, time off, and document management!

You can access workflows by going to Global Settings > Platform Settings > Workflows.

Understanding the Workflow Layout

The Workflows screen includes categories, lists, and an editor.

Each workflow supports either:

• A visual diagram, or

• An If/Else logic builder

Schedules Workflows

Under the Schedules category, admins can manage shift operations such as canceling, publishing, and swapping schedules.

Example:
This diagram starts with a Start node, followed by Cancellation Request, and ends with Cancel. Once configured and saved, the system automates the cancellation of the first open shift.

Example:
This flow routes from Swap Request to Employee Approval, and if approved, performs the Swap and sends notifications to both the new and original employees.

Available workflows:

• Cancel Openshift

• Cancel Schedule

• Cancel Staff Instances

• Drop Shift

• Openshift Pick Up

• Publish OpenShifts

• Publish Schedules

• Swap Schedule

Document Center Workflows

The Document Center category includes Document Request, allowing HR teams to automate how document requests are sent and completed.

Example:
This diagram begins with Start, followed by Document Request, then Document Requested to the Employee, and ends with Request Completed.

Available workflow:

• Document Request

Time and Attendance Workflows

These workflows handle core time-tracking logic like pay period reopening and timesheet approvals.

Example:

Reopen Pay Period

Admins can build If/Else workflows such as:

• If Start Activity

• Then Reopen Pay Period

• And also Send Email (optional)

Example:

Timesheet Approval – Initiated by Employee

Diagram flows from Start to Approval request to Approve timesheet. This flow can be mirrored or adjusted for manager-initiated actions.

Available workflows:

• Reopen Pay Period

• Timesheet Approval – Initiated by Employee

• Timesheet Approval – Initiated by Manager

• Close Pay Period

Time Off Management Workflows

These workflows automate how employees request and manage time off, including approval routing and notifications.

Example:
This workflow begins with a Request Time Off action and includes a conditional approval step:

• Start

• Request Time Off

• Request Approval (decision point)

  • If Approved:
    → Accept Request
    → Notify Employee

  • If Denied:
    → Deny Time Off
    → Notify Employee

This ensures a smooth, automated process where employees are promptly notified of the outcome, and no manual tracking is required.

Available workflows under this category:

• Cancel Time Off Request

• Time Off Request

You can modify these templates with either diagram-based or If/Else logic to fit your organization's approval policies.

Next steps

Once your workflows are configured, they run automatically in the background, reducing manual work and ensuring consistency. Review your workflows regularly to keep them aligned with current policies and operational needs.