When you're nearing the completion of implementing our HR features, it's important to notify employees - not only to get them to join your account but to set expectations about how they'll need to use it.
In this article, you will find resources and information before and during launch as well as email templates that you can share to help employees log in for the first time and become acquainted with Workable.
Publish your existing employees
Existing employees who were imported or migrated need to be manually published. Determine a system for your team on related tasks:
- Who will publish employee profiles (you can split work with your team based on divisions/departments)
- When would you like all employee profiles to be published (ideally some days before the launch)
Decide how your employees will join Workable
The best time to invite employees is:
For existing employees: Once you have confirmed that all your settings are properly configured, upload your current employees to Workable (manually or via a CSV file). Make sure each employee has their own published employee profile. Next, determine:
- How they will join Workable - to save time, auto-join or SSO is preferred here
- Provide them with the necessary instructions - you can find email templates below
For new employees: For each new employee who joins after the roll-out, it is recommended to invite them once they have finished their onboarding, their start date came, and you have published their employee profile. Determine:
- How they will join Workable - a manual invite is preferred here
- If invited manually, when exactly you will share an invite link (e.g., it could be during a welcome session with HR and/or IT on the employee's first day)
Employees must be published to join your Workable account. Below are your options:
- Direct email invites
- You can send direct email invites to each employee. This is recommended for new employees; every time you publish a new employee profile, we will prompt you to invite the member to join the account either now or later.
- You can share an auto-join link with all your employees; anyone with an email address in your organization can join your Workable account as a Standard access member without an invitation. To manage a member's access after they join Workable, navigate to the Account Members page.
You can grant access to your employees through SSO; users must be added to Workable via your SSO tool.
Develop a communication plan
Effective communication is crucial in the roll-out of a new HR software for several reasons, including:
- Creating awareness
- Managing expectations
- Engaging employees
Involve the HR department from the start, as they are the project's primary target. For other groups, like managers and employees, inform them later about Workable HR and the rollout process, guide them on how to join, and provide training options.
We would suggest sending a "pre-launch" communication to your employees letting them know of the upcoming launch and some more details like:
- The day of the launch and what to expect
- Action items during a blackout period (if you are migrating from another HR system)
Blackout period (for migrations)
If you are switching from a different HR system to Workable HR, it's recommended that you set up a blackout period. During this period, certain actions or restrictions may be in place to ensure a seamless transition to the new system. This will also help to accurately reflect data and time-off balances. Below are some key points to include in your pre-launch communication to your employees.
- Explain what a blackout period is and why it's necessary during the rollout. Emphasize that it's a temporary period where specific actions or access may be limited to facilitate system implementation and data migration.
- Share the exact date (and time, if possible) when the blackout period will start.
- Detail the specific actions or tasks that may be restricted during the blackout period. This could include:
- Access to certain HRIS functionalities or systems.
- Requesting time off or editing employee profile via the previous system.
- Detail action items for all employees during the blackout period. This could include:
- Prompt them to review and update any outdated or inaccurate details in their profiles as well as complete any pending HR-related tasks (e.g. signatures) before the blackout period starts.
- Advise them to jot down their time-off balances and record the days taken during the blackout period.
- Determine alternative procedures for urgent matters that arise during the blackout period, such as requesting unplanned time off or updating emergency contact information.
- Detail action items for managers during the blackout period. This could include:
- Advise them to accurately track and record any time off taken by their direct reports leading up to and during the blackout period.
- Remind them to complete any pending HR-related tasks and approve any pending time-off requests for their direct reports before the blackout period starts.
- Outline the communication channels for questions or urgent matters during the blackout period. For example, you may have a designated slack channel or HR support personnel.
Send a launch email to your employees
Based on how you decided users will join Workable, download and edit the most suitable template from the options below to quickly notify your employees.
Subject line: Exciting News! Launching Workable HR
Download the templates
Save the templates in a .docx file on your device and edit them if needed.
- An employee is not receiving the invitation email
- If you have sent a manual invitation to an employee but they haven't received it:
- Ask the recipient/employee to check their spam folder and search for the following sender domain: @workablemail.com
- If they still can't find the email, try to resend the invitation
- If this doesn't work, please contact our Support team at firstname.lastname@example.org, mentioning which employee is facing the issue
Check more about troubleshooting email issues.
- An employee can't log in
- This article lists reasons why a user might be unable to log in to Workable and offers solutions to resolve them.
- An employee logged in, but they can't see the "View profile" button
- If an employee can't see the "View profile" button under their profile icon, this probably means that the email under the employee profile does not match the email of the account member. Please be aware that alias emails differ from primary email addresses, so they should not be used.