Set up your first (onboarding) flow

What is a flow?

A flow is a timeline of scheduled steps, all relative to an employee's start date. For each step, Hejj automatically creates a milestone with a due date. You define the timeline once, and every employee that matches gets the same structured experience.

What is a step?

A step is a single action within a flow. Each step has a timing (how many weeks after the employee's start date) and a type:

• 1:1 Conversation - Schedule a one-on-one between the employee and their manager, or with a specific colleague.

• Performance Review - Automatically send a feedback form based on one of your templates.

• Pulse Survey - Send a quick survey to check in on how the employee is doing.

You can add as many steps as you need, and they'll be executed in the order of their timing.

Why should you use flows?

Without flows, you'd need to manually remember to schedule check-ins, send surveys, and launch reviews for every employee. That's a lot of calendar reminders.

With flows, you:

• Save time - Set it up once, and it runs automatically for every employee that matches.

• Stay consistent - Every employee gets the same experience, no matter who's managing them.

• Never miss a check-in - Milestones show up on your dashboard with urgency indicators so you always know what's due.

• Reduce admin work - No more spreadsheets or reminders. Hejj handles the scheduling.

When should you use flows?

Flows work best for anything tied to an employee's start date:

Onboarding Set up check-ins at week 1, week 4, and week 12 to make sure new hires are settling in. Mix in a pulse survey at week 2 to catch any early concerns.

Probation period Schedule a performance review at the end of the probation period (e.g., week 12 or week 26) so you have structured feedback ready when it matters.

First-year milestones Plan key touchpoints throughout the first year, like a 6-month review or a 1-year check-in, so no milestone gets forgotten.

How to create a flow

1. Go to Flows in the sidebar.

2. Click Create flow.

3. Give your flow a name (e.g., "Onboarding" or "Probation review").

4. Optionally, select a tag to limit the flow to specific employees. If you leave this empty, the flow applies to all employees.

5. Click Save.

How to add steps to a flow

1. Open the flow you just created.

2. Click Add step.

3. Set the timing - choose how many weeks after the employee's start date this step should happen.

4. Choose the type:

   • For a 1:1 Conversation, pick who the conversation is with (their manager, or a specific colleague).

   • For a Performance Review, select a feedback template from your templates.

   • For a Pulse Survey, select a survey template.

5. Click Save (or Save and create another to keep adding steps).

How scoping with tags works

By default, a flow applies to all employees in your workspace. If you only want the flow to apply to a specific group, assign a tag.

For example, if you have a tag called "new-hire", you can scope your onboarding flow to only trigger for employees with that tag. When you add or remove the tag from an employee, their milestones update automatically.

Learn more about tags in our Tags help article.

What happens after you set up a flow?

Once your flow has steps, Hejj automatically creates milestones for every matching employee. Each milestone has a due date calculated from the employee's start date.

You'll see milestones on the flow page, grouped by urgency:

• Overdue - The due date has passed.

• Due today - Needs attention now.

• Due this week - Coming up soon.

• Later - Not urgent yet.

When a milestone is due, you can send it (which triggers the review, survey, or conversation) or skip it if it's no longer relevant.

Editing and archiving

• You can edit a flow's name or tag at any time. Changing the tag will automatically update which employees receive milestones.

• You can edit a step's timing or type, as long as no reviews have been sent for that step yet.

• Archiving a flow removes all pending milestones but keeps any reviews that were already sent. You can restore an archived flow at any time.

• Deleting a step is only possible if no reviews have been sent for it.

Example: onboarding flow

Here's a practical example of an onboarding flow:

This gives you structured touchpoints throughout the entire onboarding period, with zero manual scheduling.