Employee journeys

A journey is a shared checklist for an employment event: a new starter, a leaver, or an internal transfer. Each task has an assignee and due date. The journey finishes when every task is done.

Access needed

Access depends on your assigned permissions and workflow scope.

View permitted journeys and complete an assigned task: Sign in with an employee link, or have journey-management access. You can complete only tasks assigned to you unless authorized to manage journeys. An assigned task is not permission to perform every linked business action.
Role and permission labels
Typical responsibility: Employee, manager or named assignee. Role names alone do not grant access.
Manage templates, start/cancel journeys, complete HR tasks or restore tasks: employees.journeys.manage
Role and permission labels
Typical responsibility: HR administrator. Role names alone do not grant access.
Manage employee journeys
Upload required evidence: documents.upload
The document category and document access must satisfy the task; completing it does not bypass document restrictions.
Role and permission labels
Typical responsibility: Assigned task holder. Role names alone do not grant access.
Upload documents

Demo screenshots may show broader access than your account.

Employees can open Profile → Journeys to see journeys about themselves. Authorized HR staff use Employees → Employee Lifecycle to manage journeys. Other users see only journeys their access or task assignments allow.

Use the list's search, filters, sorting, and page controls to find the employee and checklist you need. Check Status, Anchor date, and Progress rather than assuming a journey is complete because its start date has passed.

Fictional New starter journey for Grace Cooper in progress — Check the employee, anchor date and completion count.

Start a journey as HR

Check first for an existing journey for the same employee and template. Starting another copy while one is In Progress is not allowed.

Open Start journey
In the administrative journey list, select Start journey. This action requires journey-management access.
Choose the employee and active template
Select the employee the checklist is about, then choose Active template. Use the appropriate checklist, such as New starter, Leaver, or Internal transfer.
Check the anchor date
Task deadlines are calculated relative to this date. If left blank, onboarding uses the hire date, offboarding uses the termination date when available, and other journeys normally use today. Enter a date explicitly when starting a demonstration or another checklist that needs a different schedule.
Start and inspect the tasks
Select Start journey, wait for success, and open the new row. Review assignees, due dates, required documents, and progress before treating it as ready for the team.

Start journey form with fictional employee and New starter template — The anchor date sets task deadlines; it does not change the hire date.

The screenshots show a fictional New starter checklist started manually with an explicit anchor date. Starting this checklist does not change the employee's hire date, employment status, or pay.

Understand tasks and dates

Open a journey to see its checklist. Each task shows its status, description, assignee, due date, and any required document category or resource link.

Assignment	Who handles it
Employee	The employee the journey is about.
Manager	The eligible manager recorded when the journey started. If there is none, the task falls back to HR.
HR	Authorized journey managers.
Named user	The specific account assigned by the template.

Assignments are resolved when the journey starts; do not assume a later manager change automatically reassigns existing tasks. Due dates use the anchor date plus each template task's offset. Negative offsets create tasks due before the anchor date. Overdue is evaluated after the due day ends in the organization's time zone.

New starter checklist showing employee and HR fallback tasks — Read the assignee, due date and any document requirement for each task.

Complete an assigned task

Do the work described
Read the task and open Open task resource when provided. Complete the actual work before marking it done; the checklist button does not create accounts, sign documents, issue equipment, or change payroll for you.
Open Complete task
Select Complete task on the intended item. The action appears only when the task and journey are open and your account may complete it.
Record useful evidence
Add a Completion note when helpful, up to 1,000 characters. If a document is required, select an active document attached to this employee in the required category. A filename or unrelated document is not sufficient.
Confirm and verify
Select Complete task once and wait for the result. Check that the task is Done and progress has increased. Choose Cancel to leave the completion dialog without marking the task done.

Record a completed task

FinTrax workspace

Complete the actual work before marking its checklist task done.

Track completed work

FinTrax workspace

One reviewed task is Done; remaining tasks stay open.

A newly uploaded document may take a moment to become available for task completion. Keep its reference and retry after it registers; do not repeatedly upload copies. Use a document reference supplied by HR only when you have the correct employee and category.

HR can complete many tasks, but cannot use HR access to complete someone else's HR or manager task on a journey about themselves. Delegations do not transfer journey-task completion rights. Check the recorded assignee rather than relying only on your role title.

Track completion

The statuses are InProgress, Completed, and Cancelled. Progress counts done and open tasks. When the last open task is completed, the journey becomes Completed automatically. Completing one task does not finish the whole journey.

Journey tasks also appear in Tasks for their assignees. If an expected item is missing, check the journey directly and ask HR to investigate rather than starting another checklist.

Cancel a journey

Authorized HR staff can select Cancel journey on an In Progress journey. Review the confirmation and optionally record a reason, up to 500 characters. Confirm Cancel journey only when the remaining checklist should stop; select Cancel to keep it running.

Cancellation closes remaining open tasks. It does not undo completed tasks, reverse employment changes, or activate/deactivate a sign-in account. Coordinate any underlying employment or access changes separately.

Cancel journey confirmation with optional reason — This confirmation was cancelled; the demo journey remains in progress.

Templates and automatic starts

HR maintains templates through Templates. A journey copies its tasks when it starts, so later edits or deactivation of a template do not change existing journeys.

Active templates can start automatically for individual hires, employment endings, or an applied transfer to another department. Bulk importing new employees does not start new-hire journeys. Manual templates start only when HR starts them, and HR can also manually start another active template when appropriate.

Template setup and task assignment design will have a separate guide. Review existing active checklists before arranging an employment event to avoid unnecessary duplicate work.

On a phone

The list and checklist remain available on smaller screens. Scroll to read the full task and document requirements before completing it.

Mobile populated employee journey list — Scroll to inspect the checklist and task requirements.

Troubleshooting

Problem	What to check
Start journey is unavailable	Ask your administrator to review journey-management access.
The template cannot be started	Check that it is active and that the employee does not already have an In Progress journey from it.
Complete task is unavailable	Check the assignee, your access, task status, and journey status. Own-journey restrictions still apply to HR.
A required document is rejected	Verify the employee, category, active document, and whether a recent upload has registered.
A task is overdue immediately after starting	Review the anchor date and the task's offset, including dates before the anchor.
A save result is unclear	Refresh the journey and inspect task status before retrying. Report the action and error without exposing private documents or notes.