Initiating a Customer Onboarding via PulseFlow

Initiating a Customer Onboarding via PulseFlow

PulseFlow · Use Case

Initiating a Customer Onboarding via PulseFlow

A standardized intake form that captures everything Workwisely needs to provision a new customer’s UAT instance — one input, one approval trail, one source of truth.

Who runs this
The Onboarding SPOC for the new customer account. They own the form submission and are accountable for the accuracy of every uploaded artefact.
What you’ll need
All eight Day-0 artefacts signed off and uploaded before initiation: intake sheet, appointment letter templates, lifecycle docs, e-signatures, offer calculator, shift allowance, approval workflows, access matrix.

Why we standardized this

Offer letter rollout will continue from RISE & Canvas. Once the candidate accepts, the lifecycle hands over to Entomo / Workwisely — and that is where this form takes over.

Drawing on lessons from prior implementations, we are standardizing the way we collect onboarding inputs. The PulseFlow form below replaces ad-hoc email threads and shared-drive folders with a single submission that is auditable, time-stamped, and routed for approval before any provisioning work begins.

Net effect: a structured input process, a smoother UAT handover, and a noticeably better onboarding experience for your team.

Plan for lead time
After form submission, Workwisely needs 12 business working days to provision the UAT environment. That is in addition to the UAT duration the HRSS and HR Operations teams need post-provisioning. Please factor both into your project timeline.

Day-0 readiness checklist

Before initiating the onboarding (Day 1), the following items must be finalised and approved. Submitting the form without all eight will block provisioning.

#ArtefactWhat it covers
1Intake SheetOrg master data, expense heads and other configurations
2Appointment Letter TemplatesFinal templates for offer / appointment letters
3Employee Lifecycle DocumentsConfirmation, transfer, exit and other lifecycle templates
4E-Signature Setup & Signing AuthorityDigital signatures (up to two) and full names of authorised signatories
5Offer CalculatorApproved version only — salary structure, components, computations
6Shift AllowanceRequired only if the customer operates shifts
7Approval WorkflowsApproved workflows for all events (leave, attendance, expense, etc.)
8Access MatrixRole-to-permission mapping for every user persona

Where to find the form

  1. Sign in to the customer-onboarding portal at *******.hrapp.co.
  2. From the left navigation, open Employee Self Service → PulseFlow.
  3. Click the green Initiate button at the top right of the Workflow Management page.
  4. Under Human Resources, choose the form “Initiate Customer Onboarding”.
  5. Select Myself (or On Behalf Of if you are submitting for someone else from My Team) and proceed.

Section 1 — Onboarding Details

Initial details captured for provisioning the customer’s instance.

On this screen
  1. Enter the Customer Name — the customer’s legal entity name.
  2. Enter the Instance Name in <org_code>.hrapp.co format (e.g. google.hrapp.co).
  3. Type the SPOC name, SPOC Email, and SPOC Contact Number.
  4. Pick the Date of Initiation (today only) and a Time. The 12-business-day clock starts from this stamp.
Section 1 captures the customer name, the instance subdomain, the SPOC contact details, and the submission date / time.

Section 2 — Onboarding Input Documents

Upload the eight Day-0 artefacts. Every upload field has an optional Comments box — flag exceptions or assumptions for the implementation team.

On this screen
  1. Click Choose Files and pick the approved intake sheet (org master data, expense heads, configurations).
  2. Confirm format: .xls or .xlsx, max 10 MB, exactly 1 file.
  3. Use the Comments box to flag rows the implementation team should double-check.
Approved Intake Sheet — .xls / .xlsx, 10 MB, 1 file.
On this screen
  1. Click Choose Files and upload the final appointment letter templates.
  2. Allowed: .doc, .docx; max 10 MB; up to 5 files.
  3. Keep grade-wise or location-wise variants as separate files with clear names.
Appointment Letter Templates — .doc / .docx, 10 MB, up to 5 files.
On this screen
  1. Bundle every lifecycle template (confirmation, promotion, transfer, increment, exit) and upload here.
  2. Allowed: .doc, .docx; max 10 MB; up to 10 files.
  3. Skip any template the customer doesn’t use — we configure only what you provide.
Employee Lifecycle Documents — .doc / .docx, 10 MB, up to 10 files.
On this screen
  1. Upload the Signature 1 image (transparent background preferred). Allowed: .png, .jpeg, .jpg, .svg; max 3 MB; 1 file.
  2. Type the matching Authorized signatory full name (Signatory 1).
  3. Repeat for Signature 2 + Signatory 2 full name. Leave blank if there’s only one signatory.
Digital Signatures — .png / .jpeg / .jpg / .svg, 3 MB per file, paired with each signatory’s full name.
On this screen
  1. Upload the Offer Calculator — approved version only. Drafts are rejected. Max 10 MB; up to 5 files.
  2. If the customer runs shifts, upload Shift Allowance: .xls / .xlsx, max 3 MB, 1 file. Skip otherwise.
  3. Note any non-standard salary components in the Comments box for payroll configuration.
Offer Calculator (approved version only) and Shift Allowance (only if shifts apply).
On this screen
  1. Upload Approval Workflows covering every event — leave, attendance, expense, comp-off, resignation. .xls / .xlsx / .doc / .docx; max 3 MB; 1 file.
  2. Upload the Access Matrix — one row per persona, every allowed and denied action mapped. .xls / .xlsx; max 3 MB; 1 file.
  3. Tick the Declaration & Submission checkbox at the bottom and click Submit.
Approval Workflows + Access Matrix uploads, with the Declaration & Submission checkbox at the bottom.

Declaration & Submission

Tick the checkbox: “I confirm that all uploaded documents are accurate and approved for implementation.” This is your sign-off — the implementation team treats every artefact as production-ready from this point forward.

What happens after you submit

  1. The submission is logged in PulseFlow with a reference number you can track from ESS → PulseFlow → Submitted.
  2. The Workwisely implementation lead reviews the inputs and flags any gaps within 1–2 business days.
  3. Once accepted, the 12 business working days provisioning clock begins. The UAT instance is built, configured against the intake sheet, and shared with the SPOC.
  4. HRSS / HR Operations runs UAT on the provisioned instance. Track defects via the existing escalation channel — do not raise a new PulseFlow ticket for UAT issues.
  5. Sign-off triggers production cutover.

FAQ

Are offer letters generated from this form?
No. Offer letter rollout continues from RISE & Canvas. Once the candidate accepts, the lifecycle hands over to Workwisely — that is when this form takes over.
Can I save a draft and come back later?
Yes. Use Save Draft at the bottom of the form. It will appear under ESS → PulseFlow → Drafts. Note that the Date of Initiation validates against the day you finally submit.
What if one of the eight artefacts isn’t approved yet?
Don’t submit. The 12-day clock only starts after every artefact is on file.
Who can submit on behalf of someone else?
Anyone with PulseFlow access. Use the On Behalf Of radio at the top of the form picker. The submission is logged against them, but the actual SPOC fields drive who gets the provisioning updates.
Where do I track the submission status?
Open ESS → PulseFlow on the customer-onboarding portal. The Workflow Management page shows totals for Submitted / Approved / Drafts.

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