Keeping your team informed about employee role changes just got easier. You can now build automated processes that clearly communicate what’s changing in the employee data in a single task or email.
This use case shows how to create a workflow that automatically notifies managers, IT, or other stakeholders when an employee is promoted, relocated, transferred internally, or receives a salary update.
💡 Create a new workflow
Go to the Workflows tab.
Click + New workflow.
Give your workflow a name, such as Job Change Notification.
Add description if necessary.
Set a manual trigger.
For this workflow to apply to all employees, leave the 'Workflow applies to' field blank; otherwise, set conditions to specify the employees for whom it will be used.
🔧 Add actions to keep every team in sync
The next step is to fill the workflow with various actions to inform and assign tasks to the relevant people.
Send an email
Use this action to notify the employee’s manager, IT team, HR, or any stakeholder.
To add this action, complete the following steps:
Click the + on the trigger field.
Select the Send an email option.
In the Recipient type, select who must be informed about the employee role change. It can be:
the manager of the affected employee;
the referenced employee of the affected employee (if you use specific fields, such as team lead, mentor, or responsible HR manager)
a specific employee (for example, an Accountant)
a group of employees (for example, the IT team).
Provide the email subject and body. Use variables to avoid message rewriting. Variables pull previous, current, or upcoming values directly from the employee profile, ensuring the text is always accurate.
🪄 Here is an email example to notify the employee manager:
Hi {{Manager - First name}} {{Manager - Last name}},
This is a heads‑up that {{Employee - First name}} {{Employee - Last name}} will be moving from {{Employee - Position}} in {{Employee - Department}} to {{Employee - Position (upcoming)}} in {{Employee - Department (upcoming)}}.
New location: {{Employee - Location (upcoming)}}
Job level change: from {{Employee - Job level}} to {{Employee - Job level (upcoming)}}.
Best wishes,
HR teamSave action.
To inform multiple people, add the required number of emails to the workflow by repeating the previous steps and selecting different recipients.
Create a task
Use this action to automatically set a task regarding role update, for example, for the IT team to prepare equipment, or for HR to update systems. To add this action, complete the following steps:
Click the + on the trigger field.
Select the Create a task option.
Enter a title for the task.
Specify whether you'd like task creation to occur when the workflow is triggered or after a certain number of days.
Set the deadline for task completion.
Provide a description and specific instructions for the task. If the task requires reference materials, you can attach relevant files or include links to documents, articles, or resources. You can also use variables here.
🪄 Here is a task example for the IT team:
Please, prepare a laptop and access for {{Employee - First name}}, {{Employee - Last name}}.
They are moving from {{Employee - Position}} in {{Employee - Department}} to {{Employee - Position (upcoming)}} in {{Employee - Department (upcoming)}}, starting 22.03.2025.
New location: {{Employee - Location (upcoming)}}.In the Recipient type field, choose the task performer—more about possible options here.
You can enable substitutions for assignees when they are absent and select a replacement performer. So, if the assigned employee is on leave when the task is created, it will be reassigned to their substitute.
After filling in all the necessary details, click the Save button.
Generate a document
Use this action to create a new contract and store it in the employee’s profile. To add this action, complete the following steps:
Click the + on the trigger field.
Select the Generate a document option.
Provide the document's name.
Select a document folder where the file needs to be updated.
Choose a document template from the previously created.
Request an e-signature and add signers if required.
Save action.
Trigger another workflow
You can select this action if you have a specific onboarding workflow after the promotion. To add this action, complete the following steps:
Click the + on the trigger field.
Select a previously created workflow.
Save the action.
✨ Workflow benefits
Such workflow has several advantages:
Everyone sees exactly what’s changing
You don't need to copy and paste changes or chase down information.
All updates follow the same communication structure.
With the workflow history, you can keep a clean audit trail and reduce manual errors.
You can create multiple workflows for different change types, for example, a separate flow for promotions (with celebration emails), one for relocations (with IT/Facilities task), and so on.