Phases in Journeys are swimlanes that help you visually organize and structure your workflow. Each phase represents a distinct milestone in the overall journey and contains activities assigned to relevant Agent groups (HR, IT, Facilities, Legal, and others) and/or stakeholders (New hire, Reporting manager, Buddy and others). These activities can be sequenced to act as triggers for the next set of activities, ensuring that the journey progresses in a coordinated and automated manner.

For example

In an employee onboarding journey, you might set up the following phases:

  • Pre boarding – Activities such as sending welcome email, collecting documents, conducting background checks and provisioning IT assets.

  • Joining preparation – Set up new hire’s account, create business email and so on.

  • On the day of joining – Meet and greet (reporting manager), Meet and greet (buddy), configure laptop, and check-in with the new hire (reporting manager).

  • Check in – 15-Day Check-In with the new hire, check-in with the reporting manager and so on.

Create a Phase and configure conditions

Perform the following steps to create a new phase in your journey:

  1. On the Phases/Activities screen, select Create phase.

  2. In the panel that appears on the right, perform the following:

    1. Enter a unique name that clearly reflects the purpose of the phase. For example, Pre-joining, Joining Preparation, On the day of joining, Check-in and so on.

    2. Choose when the phase should begin. You can select from the following trigger options:

      1. When journey begins – Select this option to start the phase as soon as the journey is initiated. For example, Start the "Pre-joining Tasks" phase immediately after the HR team initiates the onboarding journey.

      2. When another phase is completed – Select this option if the phase should begin only after a preceding phase is finished. Ensure that you choose the desired preceding phase using the drop-down menu shown in the image below. For example, Trigger the "Day 1 Activities" phase only after the "Background Verification" phase is complete.

      3. At a specific time – Select this option to schedule the phase to start on a specific date or after a defined time interval. For example, Start the "Feedback Collection" phase seven days after the employee’s joining date.

    3. You can configure conditions to specify in what scenarios/conditions should the phase be created. To add a condition, perform the following steps:

      Note: Adding conditions is optional. If configured, then the phase is triggered only when all specified conditions are met. You can add up to 10 conditions to a phase.

      1. Select Add condition. (Refer to the image below.)

      2. In the selection panel that appears, do the following:

        1. Choose a field from an existing form or activity, and then click Select.

        2. Define the condition by choosing either includes or excludes:

          • Includes – The phase will be triggered only when the selected field contains one of the specified values. For example, Trigger the phase only if the employee’s work location includes Houston, Texas.

          • Excludes – The phase will be triggered only when the selected field does not contain any of the specified values. For example, Trigger the phase only if the employee’s department excludes Finance.

  3. Once you have completed the above steps, select Create to finish setting up the phase. You can then begin adding activities and triggers within the phase.