Need to gather important info before shifts start or make sure your team completes their pre-event tasks? Ubeya’s pre-job workflows are here to help you stay organized and on track!
A pre-job workflow lets you collect necessary details from your team before they start their shifts. From setting tasks, approving uniforms and collecting signatures to requesting documents - workflows ensure everything is ready for the job. You can also set customized notifications to keep your team on top of things!
How to Create a Pre-Job Workflow
Go to the Workflows module and click + Add Workflow.
Name your workflow and add a clear description.
Set notification time - Enter when you want employees to be notified to complete the workflow.
Select positions - Choose whether this workflow applies to all positions or specific ones.
Once your workflow is set, you can add custom fields like text responses, checkboxes, signatures, and file uploads for your employees to fill out.
Where to view Pre-Job Workflow results
Workflow results can be viewed from the relevant event in the Scheduling module. Open the event, go to the Communication tab, and select Workflows to see employee submissions.
Pre-job and post-job workflows do not include a separate Results tab like a General Workflow. Results are shown only within the event, for events created after the workflow was created.
By default, employees have 24 hours after an event starts to submit their responses. You can customize this timeframe to better suit your operations, giving you more control, timely submissions, and improved compliance.
Simply go to Settings → Scheduling & Timesheet → Scheduling, toggle on “Limit Pre & Post Workflows Completion,” and set your desired time frame. Once the set timeframe passes, employees will no longer be able to submit or update their responses.
