How it works · Journeys
How a journey runs, from the first page to the last signature.
The engine behind onboarding and every other repeatable employee process. Pages, questions, documents and signing, provider forms and policy packs, conditions, tasks for other teams, deadlines, HR's view of progress and what happens on completion.
The stages, and who acts at each
A journey is a repeatable process an employee works through in the portal, such as onboarding, a policy pack, a benefits choice or a leaver's checklist. HR builds it once from pages and tasks, and andteam runs it for every person it is sent to: it shows each person only what applies to them, writes their answers to their record, collects signatures in the right order, sets tasks for other teams and chases what is late. Every answer, acceptance and signature is recorded against the person, with the version they saw.
Build
- Step 1 of 9.HRBuilds the journey from pages and tasks, and publishes itPublishing freezes that version
Start
- Step 2 of 9.HRSends it to a person, or to many at once, now or on a dateOr it starts by itself, for example when an offer is signed
- Step 3 of 9.andteamEmails each person, and opens their journey in the portal
Complete
- Step 4 of 9.EmployeeWorks through the pages that apply to themPages that do not apply are skipped
- Step 5 of 9.andteamWrites their answers to their record, checked as any edit is
- Step 6 of 9.EmployeeAccepts policies and signs their documentsBy default the employee signs last
- Step 7 of 9.HRHR, IT, Facilities and other teams complete their tasksDue dates count from the start date or the last day
Finish
- Step 8 of 9.andteamFiles receipts and signed documents in the person's documents
- Step 9 of 9.andteamStarts the next journey, if this one names one
Roles and permissions
- HR builds and publishes journeys, sends them, and follows their progress on each person’s record and on the dashboard. Starting, cancelling and viewing journeys are separate permissions.
- Employees see their own journeys in the portal. A new starter has a reduced portal before their first day, with only their pre-hire journeys and documents.
- Other signers, such as a manager or the company’s signatory, are told when it is their turn to sign. Each signs only their own part.
- Teams such as IT, Facilities or Payroll receive tasks as a group, not as a named person, so the work survives someone being away.
Rules and settings
- Pages and blocks. Text, images and video, questions (single and multiple choice, scales and free text), requests for profile details, acknowledgements, documents to read and documents to sign.
- Profile questions use your own record’s fields, with their labels and checks, including South African ID, bank and address checks. Who may edit each field still applies inside a journey.
- Conditions. A page or block can show or hide on the person’s earlier answers or anything on their record, so a contractor skips the permanent-employee pages. A hidden page can be skipped, or shown greyed out as not applying.
- Policy packs. A policy opens on a short plain-language summary approved by HR, with an optional understanding check. Each acceptance leaves a receipt naming who, which version and when.
- Provider forms. andteam keeps and maintains a catalogue of provider forms, such as medical aid applications. A form is filled in from the record and signed in place, and a new version reaches every organisation that offers it.
- Who it applies to. A journey can be limited to candidates or employees and to employment types. Offer and leaver journeys start only from the offer or the termination, never by hand.
- Deadlines. A journey’s deadline is strict, refusing anything after it, or soft, flagging it late. Offer letters are strict; onboarding is soft.
- Signing order is set per form. The default is that everyone else signs before the employee.
- Versions. Editing a published journey makes a new version. People already working through it keep the version they started.
What andteam does, and what people decide
andteam works out which pages apply, checks every answer against the record’s own rules, saves profile answers through the same checks as any edit, sends documents for signature in order, creates tasks for teams with their due dates, files every receipt and signed document, and starts any follow-on journey exactly once.
People decide the content, who receives it and when. Employees answer and sign. Teams complete their own tasks. HR decides when a form completed in error should be reissued, and that is recorded too.
Where AI helps. The concierge sits beside every page of a journey, answers from your own documents and cites the page. Policy summaries are drafted by AI and approved by HR before anyone sees them. The AI never sees ID numbers, bank or tax details, addresses, dependants’ names or anything about health. For medical aid, health answers are used in the browser to compare plans and then discarded: never stored, never seen by HR and never sent to the AI.
Notifications and reminders
- Each person is emailed when a journey starts, including one started automatically after another.
- Each signer is told when their turn opens.
- Each person is reminded as their deadline approaches, in at most one email a day.
- Team tasks are chased on their due day and every working day after, until they are done or marked not needed.
- HR’s dashboard shows which journeys are overdue, and by how long.
South African specifics
Profile questions validate South African ID numbers, bank details and addresses. Signing is through Vumasign, built into andteam: ordinary electronic signatures under ECTA, with a signing certificate on every document. Provider forms cover South African medical schemes and their add-ons, such as gap cover.
For developers
Journeys have no public API resource. The record they write to is in the API: see Get one employee, and employee.hired, which fires once an offer is signed.
Step-by-step help for every screen is in the andteam help centre, inside the product.