Overview

Assign a preboarding package automatically as soon as a candidate accepts an offer, instead of assigning each one by hand. You build a Workflow Automation rule that watches for offer acceptance and assigns the package you choose. A package assigned this way behaves exactly like a manually assigned one — same tasks, same emails, same tracking.

This article is for Customer Admins who manage Workflow Automation and preboarding packages.

Before you start

• Preboarding is in use, with at least one active package template to assign.
• You have access to Workflow Automation to create and enable workflows.
• You know which package each group of hires should receive (for example, by country or by internal versus external hire).

Set it up

1. Go to Workflow Automation and create a new workflow.
2. Set the trigger to When offer’s status changes.
3. Add the condition Offer Status Changed To and set it to Accepted. This condition is required — the workflow won’t save or run without it.
4. Add the action Assign Preboarding Package, then choose a template from Select package template. Only active package templates appear.
5. To send different candidates different packages, add more conditions — for example an intake-form variable such as country, or the Is internal condition to give internal transfers a lighter package.
6. Save and enable the workflow.

Target the right candidates

The assignment action works with the conditions Workflow Automation already supports, so you can route candidates to different packages:

• Location — use an intake-form variable such as country to send hires in different countries different packages.
• Internal versus external — use the Is internal condition to give internal transfers a lighter package.
• Seniority or other intake-form fields — any intake-form variable available as a condition can be used.

Candidate custom fields can’t be used as conditions yet.

Recommended: create one workflow per package and list every value that should get it — for example, all the countries — in that one workflow. Several workflows for the same package work too, but one per package is easier to manage and troubleshoot.

How assignment behaves

• Start date — the package’s joining date comes from the accepted offer. If the offer has no joining date, the package is still created without one.
• Already assigned — if a recruiter assigned a package manually before the workflow runs, the workflow skips that candidate. This isn’t an error.
• More than one matching workflow — if two workflows match the same candidate, the first assigns the package and the second skips.
• Emails — assignment emails work the same as for manual assignment. The candidate gets theirs in their candidate-settings language, and hiring-team members get theirs in the position’s language.
• Audit — the package’s audit log records that Workflow Automation assigned it.

Troubleshoot

If a package can’t be assigned, the person who created the workflow gets an email saying the workflow failed, the same as for other Workflow Automation actions. The Workflow Automation report shows each run’s status — success, failure, or skipped — along with the reason and the package template name.

To spot candidates who accepted an offer but have no package, add the preboarding package-status column to your pipeline (see the pipeline package-status column article).

Deleting or deactivating a package used in a workflow

If you try to delete or deactivate a package template that a workflow uses, you’ll see a warning listing those workflows. Deleting the template makes those workflows fail. Change or remove the assignment action in each listed workflow first, then delete the template.

FAQs

Can I assign a package on something other than offer acceptance? The assignment action requires the Offer Status Changed To: Accepted condition, so automatic assignment is tied to acceptance. You can still narrow which accepted candidates get which package by adding other conditions.

What happens if a recruiter already assigned a package manually? The workflow skips that candidate and records the run as skipped — it won’t assign a second package or overwrite the first.

Does a package assigned by a workflow differ from a manual one? No. It has the same tasks, emails, and tracking; only the audit log notes that Workflow Automation assigned it.