Learn about HR workflows in QuickBooks Online Payroll Premium or Elite

HR workflows in QuickBooks Online Payroll Premium or Elite automate multi-step company processes, such as employee onboarding and IT requests, to ensure tasks are routed to the right people at the right time. These workflows allow you to personalize instructions with employee-specific details and include links or media for direct guidance within a task.

What’s new in QBOP

Recent updates to HR workflows in QuickBooks Online Payroll Premium include:

• Route data using “myself vs others” logic to ensure the correct person receives the information.
• You can get to your workflows quickly. Go to All apps , then Team, then HR workflows (Take me there).
• Save your workflow templates as drafts and publish them when they’re ready to use.
• Find your most recent templates and drafts automatically pinned to the top of your list.

What is a workflow template?

Templates serve as the blueprint for your company processes. You build a template by defining the specific tasks, assignees, and rules required for a process. Once you publish a template, you can reuse the template whenever you need to run that same process again.

What is the Begin workflow task?

The first task of any HR workflow is to Begin workflow. This lets you decide who can start the workflow and collect information from them in the start form. 

How is task order determined?

When setting up a workflow, you can choose how assignees complete their tasks:

• In order: Tasks must follow a specific, predetermined sequence.
• Any order: Tasks can be completed in any sequence without following a specific order.

How do workflows support admins and managers?

Admins and managers can use workflows to automate oversight and scheduling:

• Start workflows automatically based on a recurring schedule or specific dates, such as an employee's start date.
• Use the Activity dashboard to see what’s in progress and which tasks are blocked.

How do assignees manage their tasks?

Task owners and assignees interact with workflows through built-in efficiency tools:

• Assigned tasks appear in the product header for immediate access.
• Changes to tasks save automatically as you type, removing the need for a manual Save button.
• Assignees can mark tasks as In progress or Blocked to keep the workflow owner updated on the current status.