2.9 - Forms and Workflows

More information about Forms and Workflows can be found on our Help Center: Forms Workflows

Top 10 Use Cases for Workflows

Beekeeper is a powerful platform that can streamline many essential workplace processes. This article highlights ten key use cases that demonstrate how you can leverage Beekeeper's workflows and forms to improve communication, efficiency, and collaboration within your organization. By digitizing these processes, you can ensure consistent data collection, faster turnaround times, and better visibility.

Here's a brief overview of each use case and how you can set it up using Beekeeper's workflows and forms:

1. Absence Request

• Overview: Employees can easily submit requests for time off, such as vacation days, parental leaves or personal days, directly through Beekeeper.
• Setup: Create a workflow with a form that includes fields for the type of absence, start and end dates, and optional comments. Route the request to the appropriate manager for approval. Use workflow-actions to provide chat-messages and relevant tasks for the HR department.

2. Doctor's Certificate

• Overview: Employees can submit digital copies of doctor's certificates for sick leave, ensuring proper documentation and record-keeping.
• Setup: Design a form with a file upload field for the certificate including fields for employee name and dates of absence. Configure the workflow to send the submitted certificate to the relevant HR personnel and a chat-confirmation that the document has been provided to the appropriate colleague.

3. Incident Report

• Overview: Employees can quickly report damages and defects in infrastructure, equipment and vehicles ensuring quick action and proper documentation.
• Setup: Create a comprehensive form that includes fields for entering the machine, infrastructure, or vehicle number, uploading a photo of the damage, and providing a detailed description of the issue. Automatically route submissions to the responsible repair personnel and send a confirmation to the reporting employee.
• . Include optional fields for photos or videos. Route the report to safety officers and relevant managers for review. Generate automatic tasks for safety officers as a call to action.

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4. Human Incident Report

• Overview:  Employees can quickly report workplace incidents, accidents, or near misses, providing crucial information for safety and compliance.
• Setup:  Develop a comprehensive form with fields for date, time, location, description of the incident, individuals involved, and any witnesses. Include optional fields for photos or videos. Route the report to safety officers and relevant managers for review. Generate automatic tasks for safety officers as a call to action.

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5. Feedback and Improvement Ideas

• Overview: Encourage a culture of continuous improvement by providing a channel for employees to share their feedback, suggestions, and innovative ideas.
• Setup: Design a simple form with open text fields for employees to describe their feedback or ideas. You can categorize feedback with dropdown menus (e.g., process improvement, product suggestion, workplace environment). Route submissions to relevant departments or a dedicated improvement team. To make sure those improvements are processed, create tasks and approval processes and additional confirmations once an improvement has been implemented.

6. Material Orders and Replacement Requests

• Overview: Streamline the process of ordering new materials or requesting replacements for damaged or depleted items.
• Setup: Build a form with fields for the item name, quantity, unit, reason for the order/replacement, and location. Include options for attaching photos if necessary. Route the request to the appropriate procurement or maintenance team for fulfillment. You can also generate confirmations once the material has been ordered and ready to be used.

7. Employee Data

• Overview: While not a direct employee-submitted request, workflows and forms can be used internally by HR to manage and update employee data efficiently.
• Setup: Create internal workflows with forms for updating contact information, emergency contacts, or other relevant employee details. Implement approval steps and ensure data integrity through validation rules.

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8. Events Registration

• Overview: Simplify the registration process for company events, training sessions, or workshops.
• Setup: Design a registration form with fields for employee name, department, preferred training session, dietary restrictions, and any special requirements. Use workflows to track registrations, send confirmation emails, and manage attendance lists.
• Tip: Event registration is now also available with the Event Functionality! Check it out.

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9. Employee Onboarding

• Overview: Create a structured and engaging onboarding experience for new hires by digitizing key steps and information sharing.
• Setup: Develop workflows that guide new employees through essential tasks, such as completing HR forms, accessing training materials, and introducing themselves to the team. Use forms to collect necessary information and track progress, together with tasks generated for specific days to provide visibility and a smooth onboarding process.

10. Welcome to Beekeeper

• Overview: Provide a welcoming and informative introduction to the Beekeeper platform for new users.
• Setup: Create a workflow triggered for new users that presents them with key information about Beekeeper's features, tasks to navigate the platform, such as uploading a profile picture or writing their first chat message, and where to find help. This can include links to tutorials, FAQs, and contact information for support.

By implementing these use cases with well-designed workflows and forms, your organization can significantly enhance communication, improve operational efficiency, and empower your employees. Encourage your teams to explore these possibilities and tailor them to your specific needs

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