Introduction

The Task Journey is a visual flow builder that lets you design the sequence of automated tasks that execute across a candidate's onboarding or offboarding lifecycle. Using a drag-and-drop canvas, you can arrange tasks, connect them in the desired order, and configure trigger timing relative to key dates like Date of Joining (onboarding) or Last Working Day (offboarding).

The Task Journey works with the tasks you've already configured in the Tasks settings. While Tasks define what happens (send an email, assign a form, create a ticket), the Task Journey defines when and in what order those tasks execute for each candidate.

Note: The Task Journey setup works identically for onboarding and offboarding. The only difference is the reference date used for trigger timing — Date of Joining for onboarding and Last Working Day for offboarding.

Accessing the flow builder

Go to Onboarding > Settings > Task Journey (or Offboarding > Settings > Task Journey).
The flow builder canvas opens with:
- A canvas area (dotted background) where you design the journey by placing and connecting tasks.
- An All Tasks sidebar on the left listing all tasks that have been configured in the Tasks settings.
- Publish and Discard buttons at the top to manage journey versions.

If a journey has already been published, the canvas displays the current live configuration. Any unpublished changes appear as a draft overlay.

Building the journey

Adding tasks to the canvas

Locate the desired task in the All Tasks sidebar.
Drag the task from the sidebar and drop it onto the canvas at the desired position.
The task appears as a node on the canvas. This change is automatically saved as a draft.

Repeat this for all tasks that should be part of the journey.

Connecting tasks

Edges (arrows) between task nodes define the execution sequence — which task runs after which.

Hover over a task node to reveal its connection handles.
Click and drag from the source task's outgoing handle to the destination task's incoming handle.
A directed arrow appears, indicating the flow direction. The connection is auto-saved as a draft.

You can also:

Update an edge — Click on an existing edge to modify or reconfigure it.
Delete an edge — Select the edge and remove it.
Create parallel paths — Connect one task to multiple destination tasks. All destination tasks will be scheduled when the source task completes.
Create convergence points — Connect multiple source tasks to a single destination task. The destination task's behavior depends on the "Trigger when any incoming task is completed" setting (see Additional settings).

Configuring a task node

Click on any task node on the canvas to open the Task Configuration side sheet. This is where you define the trigger timing and execution behavior for that task within the journey.

Task sequence type

The first field determines the role of the task in the overall journey flow.

Sequence Type	Description
First	The entry point of the journey. This task triggers as soon as the candidate's journey is activated. Only one task should be set as first.
Intermediate	Executes based on a trigger schedule relative to a reference date. This is the most common type.
Last	The final task in a journey branch. When this task completes, the candidate's status is automatically updated to "Onboarded" or "Offboarded."
On section update	Triggers when a specific employee data field is updated, rather than based on timing.

When On section update is selected, an additional field appears:

Setting	Description
Section update mode	Choose how the task runs: Journey (uses the standard trigger setup with timing configuration) or Last task (executes immediately when the section update occurs and marks the journey as complete).

Trigger setup

For Intermediate, Last, and On section update (Journey mode) tasks, configure when the task should fire.

Setting	Description
Set default trigger	Choose the trigger timing: Now (immediately when the preceding task completes), Before (prior to the reference date), or After (following the reference date).
Select reference date	The date field used to calculate trigger timing — typically Date of Joining for onboarding or Last Working Day for offboarding. Other date-type section fields may also be available.
Trigger time value	The numeric offset (e.g., 7).
Select duration	The unit for the offset: Days or Weeks.

Example: To trigger a welcome kit dispatch 3 days before Date of Joining, set:

Trigger = Before
Reference date = Date of Joining
Value = 3
Duration = Days

Trigger offset

Fine-tune the exact execution time within the trigger day.

Setting	Description
Trigger offset value	A numeric offset for time-of-day adjustment (e.g., 2).
Select duration	The unit: Minutes or Hours.

This is useful when you want a task to execute at a specific time rather than at the start of the day — for example, triggering a notification 2 hours into the joining day.

Additional settings

Setting	Description
Trigger on exact date	When enabled, the task executes only on the exact calculated date. When disabled, the task may execute earlier if the preceding task completes ahead of schedule.
Skip trigger if date missed	When enabled, the task is automatically skipped if its scheduled trigger date has already passed (e.g., when a candidate is added late). When disabled, missed tasks are executed immediately on activation.
Trigger when any incoming task is completed	Applicable when a task has multiple incoming edges. When enabled, the task fires as soon as any one predecessor completes. When disabled, it waits for all predecessors to complete.

Execution conditions

Add conditional logic to control whether the task should execute based on candidate data. This lets you create a single journey that adapts to different employee types, locations, or departments.

Click Condition to open the condition builder. For each condition, configure:

Setting	Description
Field	Select the candidate data field to evaluate (e.g., Department, Location, Employment Type).
Condition	Select the comparison operator.
Value	The value(s) to compare against.

Available operators: equals, equalsIgnoreCase, contains, less than, less than or equal, greater than, greater than or equal, in, not in.

Use "And" to require all conditions within a group to be true. Use "Or" to add alternative condition groups where any group being true is sufficient.

Example: To execute a task only for full-time employees in the US, add:

Condition 1: Employment Type equals "Full-time" And
Condition 2: Country equals "US"

Custom triggers

Within the execution conditions, you can also define custom trigger timing that overrides the default trigger setup when specific conditions are met. Each custom trigger includes:

Setting	Description
Trigger time value	Numeric offset for this condition-specific trigger.
Duration	Days or Weeks.
Trigger offset value	Time-of-day offset for this trigger.
Offset duration	Minutes or Hours.

This allows the same task to trigger at different times for different employee segments — for example, 7 days before DOJ for domestic hires and 14 days before DOJ for international hires.

Publishing the journey

Once the journey is designed, it needs to be published to go live.

Saving drafts

All canvas changes — adding or removing nodes, creating or deleting edges, and updating task configurations — are automatically saved as drafts. Drafts do not affect the live journey and are visible only to admins on the canvas.

Discarding drafts

Click Discard to revert all unpublished changes and restore the canvas to the last published version.

Publish settings

Click Publish to open the publish dialog. Configure the following global settings before publishing:

Setting	Description
Number of days	The total duration of the task journey in days (minimum: 10). Task trigger offsets are calculated proportionally within this window.
Global trigger offset value	A default time-of-day offset applied as a fallback for tasks that don't have an explicit trigger offset configured.
Global trigger offset duration	The unit for the global offset: Minutes or Hours.

Journey validation

The system validates the journey before publishing. If validation fails, a Journey Validation modal is shown listing all errors that must be resolved.

Error	Description
Edge missing	A task node is missing required incoming or outgoing edges.
Abandoned	A task node has zero incoming and zero outgoing edges — it is completely disconnected from the flow.
Unconfigured tasks	A task node has been added to the canvas but has not been configured (no sequence type or trigger setup).
Unsaved draft changes	There are task configurations that have been modified but not saved to the draft version.
Irrelevant configuration	A task node contains outdated or irrelevant settings that need to be updated.
Edge mismatch	Edge connections do not match the expected configuration (e.g., a task marked as "First" has incoming edges).

Resolve all validation errors and click Publish again. Once published:

The new journey becomes the live version immediately.
New candidates activated after publishing will follow the updated journey.
Existing active candidates continue on their current journey. To apply changes to existing candidates, use the re-initiate feature from the candidate's profile.