Once an onboarding flow has been published, you can review workers in that flow and their status in completing assigned tasks.
Workers in a Flow
To view all workers within a certain flow, follow the steps below:
Click Onboard in the left sidebar. You will land in the Flows and Tasks table by default.
Find the name of the flow and click it to open that specific flow’s table.
Status Tiles
At the top of the specific flow table, you will see 6 tiles.
Not Started: The number of workers that have not yet started the tasks in this flow. Click the Notify button to notify all workers with this status via email and/or SMS.
In Progress: The number of workers that have started the tasks in this flow but have not yet completed all tasks. Click the Notify button to notify all workers with this status via email and/or SMS.
To Review: The number of workers that have tasks completed but that need review by a Fountain user. This setting is configured during the flow creation process.
Completed: The number of workers who have successfully completed all tasks assigned to them in this flow.
Rejected: The number of workers who had tasks completed that required approval and were rejected by the Fountain user.
Overdue: The number of workers who have not yet completed the tasks assigned to them and the tasks are now overdue based on the deadline set during flow creation.
Tips!
To search for a worker, use the search at the top. You can search by name, Worker ID, or email. You will only search through the tile that is selected. For example, if you have Not Started selected, you will only search through workers who have not yet started their tasks.
You can also update this flow by clicking the Edit button in the top right corner. Learn about updating flows by reading this article.
Changing Column Data
Below the status tiles is the Columns button which allows you to select which columns of data will be visible on the flow table. To remove or add data columns simply check or uncheck the boxes in the Columns pop-up.
Columns can be added or removed related to the onboarding flow, worker details found in the Worker’s Profile such as Address or Location, or even custom worker attributes that are specific to your company’s account.
Click Apply to add the columns to your table. Click Reset to reset the columns to the default selections. Any customizations will apply only to your account.
Tip!
If your company is using both Compliance and Onboard, you can add the “In Compliance” column found under Worker Custom Attributes. This will show Compliance status on the specific flow table in addition to Onboard task information!
Filtering
Next to Customize Columns you will see the Filters button which allows you to hone in on specific workers even more so than the status tabs at the top of the table. Filtering options include filtering on the completion rate (percentage) of the entire flow, workers who have specific case tags assigned, and the status of individual tasks.
To create a filter, select values from all three dropdowns. The options will change based on the initial dropdown selection. When finished, click Apply.
To layer on additional filter criteria, click + Add condition group (OR) and then + Filter. These layered filters will be considered on an “or” basis.
Tip!
In addition to filtering by flow, status, and task data, you can also filter by custom worker attributes in the filters screen.
Onboard Profile
To access specific task details for a worker, click their name in the specific flow table.
You’ll see when they last visited their Worker Portal, their start date, and when this flow was assigned to them.
You’ll also see if there are any case tags attached to this worker. Tags are optional free-text values that can be created by users in your company’s account. Tags are used to quickly communicate facts about the worker to others in your company.
Finally, you’ll see the worker’s progress in completing their assigned flow tasks. Specific tasks and their completion status will be listed in this section.
Additional actions may be available based on the task type:
Reset: Resets the task for the worker in their Worker Portal.
Approve/Reject: If the task requires user approval based on the configuration during flow creation, use these buttons to approve or reject the submission. For example, if the worker was required to upload a picture for their worker ID, you could approve or reject the photo.
Manage I-9 profile: This brings you to the worker’s I-9 profile where additional actions can be taken. Learn more about Fountain’s I-9 Center in this article.
Manage W-4 profile: This brings you to the worker’s W-4 profile where additional actions can be taken. Learn more about Fountain’s I-9 Center in this article.
Notify: Provides options to notify the worker to complete outstanding tasks via email, SMS, or both.
Mark as completed: Allows the user to manually mark these task as completed for the worker in case there are technical issues.
Worker Profile
You can also view the status of Onboard tasks in the worker’s main Worker Profile in Fountain. To access Worker Profile Onboard information, follow the steps below:
Click Workers in the bottom left corner of the sidebar.
You can also click the worker’s name within the Onboard Profile from the specific flows table.
Click the worker’s name.
Click the Onboard tab towards the right.
Important Note:
Progress can be reviewed on this page. However, if you need to reset the task, you will need to access their Onboard Profile as covered above.
Related Articles
⬅️ Previous article: Modifying a Published Onboarding Flow
➡️ Next article: Onboard Signature Tasks & Templates