Joining and leaving

A journey is a set of tasks for one person, such as an onboarding or an offboarding: check the passport, sign the contract, hand back the laptop. Each task has someone doing it, a due date and, if you want, a reviewer. You follow everything in one place and close the journey when the work is done.

A journey never acts on its own: starting or closing one does not change employment, payroll, documents or access.

Start a journey

1. Go to Staff and choose Journeys, then Start journey. You can also start one from the person's Journeys tab.
2. In Subject, find the person by their employee code.
3. Choose the Journey template. With no template you start an empty journey: give it a Name and a Purpose.
4. Choose the Coordinator and the Journey date. Due dates count from the journey date.
5. On Preview tasks, check each task and its due date. For each one choose Unassigned, Assign task (then pick the Participant and an optional Reviewer) or Assign to worker, so the employee does it in the employee app.
6. Choose Submit.

Work through the tasks

The board lists journeys on one side and the one you pick on the other. Switch between Open, To review, Mine and Closed. The picked journey shows how much is Done, what is Late and what is waiting To review, then its tasks in order.

Each task shows what it is, who has it and when it is due, with the next thing to do:

• Complete task when the task is yours.
• Review when work is handed in: choose Accept submission or Request changes. Nobody reviews their own work.
• Record work performed elsewhere when it was done outside ValiCrew. A Reason is required.
• From the task's menu: Assign task, Assign to worker, Invite a named guest (someone outside, by email), Task due date, Revise / reopen task and Record exception (Waived or Not applicable, with a reason).

Use Add a task for something extra. From the journey's menu, Change the start date moves the unfinished tasks that were dated automatically, Daily overdue reminders turns on a daily reminder, and Cancel journey stops it with a reason.

Signature and acknowledgement tasks need your company's connected storage. See Connect file storage.

Close a journey

Choose Close journey when the work is finished. If every expected task is done, the journey is Completed. If not, it closes as Closed with exceptions, which needs a Reason and journeys.waive. Closing ends everyone's access to its tasks. Reopen journey opens it again, with a reason.

My journey tasks

Go to Staff and choose My tasks to see every task given to you in open journeys, with its due date (late ones in red) and where it stands. Choose Open to work on it. People who can only take part in journeys see just their own tasks here.

Record the last day

1. On the person's record, open More actions and choose End employment.
2. Set the Last day and choose the Exit reason. Add Notes if useful.
3. Choose Submit.

This records the exit on the person's Timeline. Pay, leave and documents stay on the record. The Status changes to Terminated by itself on the last day, straight away when that day has already passed, and End employment is hidden while an exit is waiting. Someone with salary.manage can also calculate the final settlement from More actions.

Templates and exit reasons

Go to Lists & catalogs:

• Journey templates are ready-made journeys. Your workspace usually starts with an employee onboarding and offboarding. Set the Purpose, what it Applies to, then the Tasks: for each, its Type, whether it is Expected, whether it needs Internal review, the Instructions and the Days from the journey date. Duplicate template copies one. A journey keeps the tasks it started with, so editing a template never changes journeys under way.
• Exit reasons are why people leave. Resignation, Termination and End of contract are built in because the final settlement reads them. Add your own, or stop using one you no longer need.