How to Manually Push a Workflow to Existing Staff

Learn how to manually assign and distribute a pre-built workflow template to existing employees immediately or at a scheduled time.

May 28, 2026 By Simon Hoyle

This guide explains how to manually push a workflow template out to existing employees. Completing this ensures you can immediately distribute new policies or training content without waiting for automated triggers, such as a new hire onboarding.

This process is relevant for administrators, HR professionals, or compliance managers who handle employee training and policy distribution. Use this when you have already created a workflow template and need to immediately assign it to specific current employees or the entire organization.

Before you begin, ensure you have already created the workflow template you intend to distribute.

Step #1: Click Manage in the main navigation menu. — Click **Manage** in the main navigation menu.

Step #2: Click the Manage Workflow card. — Click the **Manage Workflow** card.

Step #3: Click + Add to create a new workflow assignment. — Click **+ Add** to create a new workflow assignment.

Step #4: Select Existing to target current staff rather than new starters. — Select **Existing** to target current staff rather than new starters.

Step #5: Enter a descriptive name for your workflow in the text field. — Enter a descriptive name for your workflow in the text field.

Step #6: Click Next to proceed to staff selection. — Click **Next** to proceed to staff selection.

When selecting staff, you can target specific audiences based on several criteria:

Targeting Option	Description
Entire Organization	Select all staff to push a company-wide update, such as a universal policy change.
Department / Location	Filter staff by their assigned department or geographic location to distribute relevant localized compliance materials.
Individuals	Search for and select specific individuals by name or email for targeted assignments.

Step #7: Search for and select the employees you want to receive the workflow. — Search for and select the employees you want to receive the workflow.

Step #8: Click Next once your staff selection is complete. — Click **Next** once your staff selection is complete.

Step #9: Select the workflow template you want to distribute from the list. — Select the workflow template you want to distribute from the list.

Step #10: Click the Start Date field to open the calendar picker. — Click the **Start Date** field to open the calendar picker.

Step #11: Select your desired start date. Choose today's date to send the workflow immediately, or select a future date to schedule it in advance. — Select your desired start date. Choose today's date to send the workflow immediately, or select a future date to schedule it in advance.

Step #12: Click Next to proceed to the review screen. — Click **Next** to proceed to the review screen.

Step #13: Review your workflow details, confirming the selected staff, template name, and included items. — Review your workflow details, confirming the selected staff, template name, and included items.

Step #14: Click Finish, then confirm the prompt to dispatch the workflow. — Click **Finish**, then confirm the prompt to dispatch the workflow.

Workflows may take a few moments to run. You can verify that the push was successful by checking the system's email history.

Step #15: Click Email History to view recently dispatched notifications. — Click **Email History** to view recently dispatched notifications.

Step #16: Click an individual's Enrolment notification to verify the correct courses and policies were successfully delivered. — Click an individual's **Enrolment** notification to verify the correct courses and policies were successfully delivered.

Q: Can I schedule a manual workflow to be sent at a later date?

A: Yes, during the workflow setup, you can select a future start date from the calendar picker instead of today's date.

Q: How do I verify that the workflow was successfully sent to employees?

A: Navigate to the Email History section and look for the enrollment notification sent to the targeted employees. You can click on the notification to view the specific courses and policies that were attached.

Q: Do I have to assign a manual workflow to the entire organization?

A: No, you can use the filters during the staff selection step to target specific individuals, departments, locations, or employee types.

Term	Definition
Workflow Template	A pre-configured collection of courses, policies, or other training materials that can be assigned to employees.
Automated Workflow	A workflow triggered automatically by system events, such as a new employee starting in a specific location.
Manual Workflow	A workflow actively dispatched to existing employees on demand, rather than waiting for an automated system trigger.

Targeting Option

Description

Entire Organization

Select all staff to push a company-wide update, such as a universal policy change.

Department / Location

Filter staff by their assigned department or geographic location to distribute relevant localized compliance materials.

Individuals

Search for and select specific individuals by name or email for targeted assignments.

Term

Definition

Workflow Template

A pre-configured collection of courses, policies, or other training materials that can be assigned to employees.

Automated Workflow

A workflow triggered automatically by system events, such as a new employee starting in a specific location.

Manual Workflow

A workflow actively dispatched to existing employees on demand, rather than waiting for an automated system trigger.