Skip to main content
All CollectionsOnboard
Creating an Onboarding Flow
Creating an Onboarding Flow

Learn the steps to create groups of onboarding tasks to assign to workers

Updated today

In Fountain Onboard, a flow is a collection of tasks assigned to a group of workers for them to complete. Flows can include tasks such as reviewing an employee handbook, verifying important information, or watching educational videos.

Create a Flow

To create a new onboarding flow, follow the steps below:

  1. In the left sidebar, click Onboard.

  2. Click Add Flow towards the top right.

  3. On the Flow Details page, type a Flow Name, Task Flow Type, and Description

    1. The name should be a concise but clear name that represents the purpose and worker audience of the flow. Example: Driver Onboarding Tasks.

    2. For the Task Flow Type, you can choose between preboarding, onboarding, or test. Test can be used if you want to create a test flow before officially finalizing it to send to your workers.

    3. The description will be visible to workers in their Worker Portal.

  4. Click Next.

  5. Click Add a task to select the tasks that you want workers to complete as part of this flow. Learn about the different types of tasks you can select later in this article.

  6. You can also decide if you want the worker to complete the tasks in the order you've listed by checking the "Tasks must be completed in order" box. If the tasks are not listed in the order you'd like, simply click the task box to drag and drop it into a different order.

  7. Depending on the task you select, you may need to complete the following additional fields: title, estimated task completion time, and requires review. Additionally, some task types have task-specific fields which are covered later in this article.

    1. Title: A concise but descriptive name that gives workers a clear idea of what the task entails/

    2. Estimated Task Completion Time (minutes): This optional field gives workers a realistic estimation of how long it will take them to complete the task.

    3. Requires Review: This option gives you the ability to review the information provided by the worker and elect to either accept or reject it. If rejected, you can send a notification via email or SMS to alert the worker of your request for a new submission.

  8. Click Next.

  9. Assign the workers that will receive this flow. You can select from your list of previously-built worker segments or select specific workers.

  10. Click Next.

  11. Decide the communication method for this flow. You can send a text, email, or both. You can also customize the messages sent on this page.

    1. Fountain will provide a standard message template and will default to sending both an email and an SMS to workers.

  12. Set any deadlines, reminders, or set up additional options.

    1. Additional options include the ability to set up a Redirect URL. This can be useful to redirect workers into other systems that aren't currently supported as tasks, such as to a website where users can securely enter their bank account information

      1. Ensure that the URL is in this format: https:://example.com

    2. If this is left blank (the default), then users will be directed back to their worker portal task list after completing this flow.

  13. Click Publish and send notifications. Your Onboarding Flow is now created.

Tips!

  • Throughout the creation process, a preview of the Worker Portal will be visible on the right. Review this to ensure it looks correct for your worker.

  • You can also click Save flow in the top right corner at any point to save this flow in your Drafts to finish and publish later.

Task Types

Click the tabs below to expand and learn about the different task types you can select when creating a Flow:

Information

Use this for tasks that require your workers to review and acknowledge information.

You can add formatted text, hyperlinks, images, and even videos for your workers to view in their portal.

The Task confirmation button field dictates the verbiage of the button that workers will click to indicate that they have completed the task. By default, the button will read "I agree" but can be updated based on your needs.

Example:

Form

This task type is similar to a Data Collection stage in Fountain Hire. You will add questions for your workers to answer. Questions can be in any of the following formats:

  • Text: Allows the worker to answer the question with a free-text answer. Select 'Allow multi-line response' to allow for longer answers.

  • Multiple choice: The question will have preconfigured selection answers for your workers to choose from. You will select from dropdown (single or multi-answer select), checkbox, or radio buttons for the multiple choice answer selections.

  • Date: These questions require the answer in the form of a date such as date of birth.

  • Address: These questions require the answer in the form of an address such as the worker's home address.

  • Media: Allows the worker to upload files such as a photo of themselves.

  • US Bank Account Number: These questions require the answer in the form of a bank account number which is only 9 digits.

  • US Bank Routing Number: These questions require the answer in the form of a bank account number which is 6-17 digits.

  • Phone number: These questions require the answer in the form of a phone number. Workers must enter the correct amount of numbers required for the country selected.

  • Email: These questions require the answer in the form of an email including @____.com.

Each question is defaulted to be required to be answered by your employees. Unselect the Required checkbox to have a question be optional.

You will also need to create an associated worker attribute value that will be connected to each question. This attribute value is displayed in the Worker's Profile. Once an employee answers a question, their response will be visible in their profile under that associated attribute. The attribute can be selected from a list of pre-created existing attributes for that question type, or you can create a new attribute from scratch.

Example:

Each of the questions in the screenshot below would be answered by the worker in the order listed. If the question is a required question, it must be answered for the task to be marked as complete.

Signature

This task type embeds a document template directly in the Worker Portal for your employees to easily review and electronically sign. You must create a document template first before adding this task type.

Review this article for more information on Signature tasks.

I-9

This task type is to be used in the United States only and requires Fountain's I-9 Center configuration to use. This task type will assign the I-9 form to workers for completion. Only one I-9 task will be shown to a worker in their portal, even if the worker is in multiple onboarding flows that each have an I-9 task.

Review this article for more information on Fountain's I-9 Center.

W-4

This task type is to be used in the United States only and requires Fountain's I-9 Center configuration to use. This task type will assign the W-4 form to workers for completion. Only one W-4 task will be shown to a worker in their portal, even if the worker is in multiple onboarding flows that each have a W-4 task.

Review this article for more information on Fountain's I-9 Center.

Video

This task type embeds a video directly within the worker portal for your workers to review and acknowledge.

  • If the embedded URL is a Youtube video, the video will close automatically after being viewed, and the task will be automatically marked as completed. The worker will then be redirected back to their task list.

  • If the URL is not a Youtube link, workers will be shown a button to click after viewing the video to mark the task as completed.

Universal

This task type provides you the option for three different integrations - iFrame, Webhook, or Workato.

iFrame

This integration allows you to show embedded content from a URL directly within the task to the worker. There are two fields to fill out for this integration:

  1. iFrame URL: The URL that you would like to embed in the task.

  2. End Event (optional): If your iframe produces an event, use this field to specify the event. This will be used to exit the task and mark it as complete.

Additional configuration: use the { } icons to insert worker or company attributes into the URL to customize it.

  • Example: Use worker home address 1 and company address 1 to set the origin and destination of a Google Maps URL: https://www.google.com/maps/embed/v1/directions ?key=AIzaSyARmmdqzY2LCfcDcUlxs0Z1D2GTKFpXG0E &origin={{ worker.homeAddress.address1 | default: "" }} &destination= {{ company.address.address1 | default: "" }}&avoid=tolls|highways

Webhook

This integration allows you to provide the URL of a webhook to connect Onboard with. Webhooks can be used to update or send information to another platform outside of Fountain. These tasks will not be displayed to the worker.

There are two fields to fill out for this integration:

  1. Webook URL: The payload URL where data is sent.

    1. Include sensitive data: If enabled, this hides worker personally identifiable information ("PII") from the webhook call. This is disabled by default.

  2. Initiate the webhook on completion of: Determines when to fire the webhook - either after the completion of this specific task or the completion of the entire oboarding flow.

Workato

Similar to the Webhook integration option, this provides a secure connection to a Workato webhook. A task of this type will also not be displayed to the worker.

Important Note:

This task type requires a Workato API token to be set in General Settings. Review this article for more information.

There are two fields to fill out for this integration type:

  1. Webook URL: The payload URL where data is sent.

    • Include sensitive data: If enabled, this hides worker personally identifiable information ("PII") from the Workato webhook call. This is disabled by default.

  2. Initiate the webhook on completion of: Determines when to fire the webhook - either after the completion of this specific task or the completion of the entire onboarding flow.

Background Check

This task type allows the worker to complete a Yardstik background check as part of their onboarding process. You will be required to select a package when setting up this task type.

You must have an integration with Yardstik to use this task type. Learn more about this task type in the Onboard Background Check Tasks article.

Partner

This task type offers a simple way for partners and developers to integrate any custom workflow as an onboard task.

When adding this task type, you will have a number of additional fields:

  • Iframe URL: This URL will be embedded and shown to the worker in their portal when accessing that task. This is where the partner content should be displayed. By clicking { } , you can append some variables to the URL that are needed in the workflow.

  • End event (optional): The worker portal is listening to this event as a trigger for closing the iframe and continuing to the next task.

  • Append task context: If this option is selected, the following query parameters will be appended automatically to the URL: wxWorkerUuid, wxAssignedTaskUuid, wxTaskFlowUuid, wxCompanyUuid. These are useful if your workflow needs to perform actions on the API especially wxAssignedTaskUuid.

  • Hide "Task Completed" button: If this is unchecked, a button will be shown to the worker allowing them to mark the task as complete.

Status

When a worker starts interacting with the task, it will be shown as In Progress in the Worker's Profile.You may choose to update the status of the task to be more reflective of the actual actions that the worker is taking in the task.

Learn more in Fountain's Developer Docs.

TIN Check (Tax Identification Number)

This task type allows you to check that the worker's name and TIN (Taxpayer Identification Number) provided match records found within the Internal Revenue Service database.

Important Note:

You must have an integration with Yardstik to use this task type. Reach out to your Fountain Customer Success contact or [email protected] if you are interested in using this task.

Yardstik Account Configuration

  1. Navigate to the Settings page by clicking your company logo in the bottom right left corner and then Settings.

  2. Click the Onboard tile.

  3. In the Background checks provider section, enter your company's Yardstik API key and the email for the Yardsik admin account. The API key will be provided by Yardstik.

  4. Click Save.

Worker Experience

Workers who are assigned a TIN check task will be guided through an embedded view of Yardstik’s TIN check flow. Workers will enter their name and tax identification number which must be a 9 digit number.

Status in Fountain

After the worker provides their name and TIN number in their Worker Portal, results can be reviewed in their Worker Profile in Fountain. There will be a status of either pending, match, or mismatch.

  1. In the left sidebar, click Onboard. You will land on Flows and tasks screen by default.

  2. Click the name of the flow that contains the TIN Check task.

  3. Click the name of the worker to open their Worker Profile.

    1. You can also click Workers in the bottom left corner of the sidebar and search for the worker's name.

  4. Click the Onboard tab on the right.

Additional Resources

Click the image below for a step-by-step walk-through of this process from both an administrative and a worker's point of view.

Related Articles

⬅️ Previous article: Getting Started with Onboard

➡️ Next article: Onboard Flows & Tasks Table

Did this answer your question?