Overview
The Workstream mobile app gives managers access to employee onboarding tools directly from a phone or tablet. From the Team section, you can view your full roster, manage member profiles, start onboarding for new hires, track task completion, and offboard team members — all without going to a desktop.
📌 Access to the Team section and onboarding actions depends on your role and permissions. Results are filtered to the locations and departments you manage.
Accessing the Team Section
The Team section is accessible from the More tab in the bottom navigation bar.
Tap More in the bottom tab bar.
Tap Team.
The Team screen has three tabs at the top: Active, Onboarding, and Offboard. The header shows All tax entities with a Change link to filter by a specific tax entity.
Adding a New Team Member
Tap the person+ icon at the top-right of the Team screen.
The Add team member form includes:
Personal information — first name, last name, phone, email
Employment — tax entity, workplace location, start date, exemption status (optional)
Tap Preview to review before confirming.
Active Tab
The Active tab shows all currently employed team members. Each member card displays their name, job title, location, start date, any issue badges (e.g., Employment Setup ⚠), and a Send app invite button.
Use the Search bar to find a member by name, or tap the filter icon to narrow results. Tap the person+ icon (top-right) to add a new team member.
Viewing a Member Profile
Tap any member card to open their Profile. The profile shows:
Name, status badge (Active / Onboarding / Offboarded)
Primary job title, Company Tax Entity, Location, Department, Start date, Phone, Email
Three expandable sections: Personal Information, Job and pay, Documents
The Documents section has two tabs: Tax Documents and HR Documents, with a year filter and status badges (e.g., In progress) on each document.
Tap the ⋯ menu (top-right of the member card or profile) to access additional actions:
View onboarding tasks — open the employee's onboarding task checklist
Assign process — assign or change the onboarding process
Offboard team member — initiate offboarding
Onboarding Tab
The Onboarding tab shows all employees currently in the onboarding pipeline. A status overview banner at the top shows counts for:
Waiting to onboard — hired but onboarding not yet started
In progress — onboarding is active (shown in blue, tappable to filter)
All — total count
Tap any status to filter the list to just those employees.
Each employee card shows their name, job title, location, start date, progress bar (e.g., 1/2), and any attention badges (e.g., Employment Setup ⚠). Cards with a Waiting to onboard status show a Start onboarding button. Cards with an In progress status show a View tasks button.
Use the Search bar to find a specific employee. Tap the filter icon to open All Filters, where you can filter by:
Location
Process — filter by a specific onboarding process name
Onboarding progress — Waiting to onboard or In progress
Attentions — Employment Setup, Invalid SSN, Duplicate SSN, Custom Form, Company Documents, I-9, Missing team location, Missing employment info, Missing basic information, Missing payment method
Starting Onboarding
For employees with a Waiting to onboard status, tap Start onboarding on their card.
The Start onboarding form has two sections:
Employment details
Which tax entity are they working for? — select the company tax entity
Workplace location — select the work location
Start date — enter or pick from the calendar
Exemption status (optional) — most team members are not tax exempt
Employee type — e.g., Full time
Workers comp code (optional) — 3–4 digit code
Onboarding
Onboarding process — select the process to assign (e.g., easy_onboarding)
Tap Preview to review before confirming. The preview screen shows:
Employment details summary (Company Tax Entity, Workplace Location, Start Date, Employment Type, Exemption Status, Employee Type, Workers Comp Code)
Onboarding process name
Invitation link section — employee name, status (In progress), message format (email + SMS), hired on date, and a note: "The system will send a link to employee with the onboarding tasks (onboarding + payroll)."
Tap Confirm to start onboarding. Tap Back to edit to make changes.
📌 After confirming, the system automatically sends the employee an invitation link via email and SMS with their onboarding tasks.
Onboarding Tasks
Tap View tasks on any in-progress employee card to open their onboarding task checklist. This opens as a web view (hr.workstream.us) inside the app.
The Onboarding tasks screen shows:
Employee name and Onboarding status badge
A progress bar and completion count (e.g., In progress · 0/4 completed)
Task groups, each with individual tasks and their status
Common task groups include:
Employment setup — Job and pay and Time off policy (manager completes these)
Basic information — New hire submission (employee completes)
Payment method — New hire submission (employee completes)
Tasks show one of the following states:
Dashed circle — not yet started; shows a blue Start button
Green checkmark — completed; shows a View button
"[Employee name] needs to complete" — waiting on the employee
Use the ⋯ menu (top-right of the Onboarding tasks screen) to access management actions such as resending the onboarding link, changing the process, or stopping onboarding.
Completing Job and Pay
Tap Start next to Job and pay.
In the Job and pay form, select the Workplace location and Primary job title.
Under Earnings, set the pay type (e.g., Hourly). Tap the rate field to open the Edit earning panel and enter the hourly rate.
Tap Save.
Completing Time Off Policy
Tap Start next to Time off policy.
In the Time off policy form, set the Start date and select a Policy from the dropdown (e.g., Paid Time Off).
Tap Save.
A "Policies assigned successfully" toast confirms the assignment. The screen shows the employee's time off summary with the start date and assigned policy.
📌 Tasks in the Employment setup section (Job and pay, Time off policy) are completed by the manager. Tasks in Basic information and Payment method are sent to the employee to complete via their onboarding link.
Offboard Tab
The Offboard tab shows all former team members. Each card displays the employee's name, job title, location, last day of work, and rehire eligibility status. If the employee is eligible for rehire, a Rehire button appears on their card.
Offboarding a Team Member
To offboard a team member, tap the ⋯ menu on their profile and select Offboard team member. The offboard modal includes:
Last day of work — tap the date field to select from a calendar
Did they complete onboarding and start work? — choose either "[Name] never officially started work" or "[Name] started work, but will no longer be employed"
Would you recommend them for rehire? — Yes or No
Offboard note (optional) — add any relevant notes
Tap Offboard to confirm. The employee's status changes to Offboarded on their selected last day.
Frequently Asked Questions
Q: Why can't I see the Onboarding tab?
Q: Why can't I see the Onboarding tab?
A: The Onboarding tab requires the manage onboarding permission. If you don't see it, contact your Super Admin to confirm your permissions are set up correctly.
Q: Why don't I see a particular employee in the Onboarding tab?
Q: Why don't I see a particular employee in the Onboarding tab?
A: The Onboarding tab filters results to your permitted locations and departments. If an employee is in a location you don't have access to, they won't appear. Contact your Super Admin if you believe your location access needs updating.
Q: What does the progress bar on an employee card mean?
Q: What does the progress bar on an employee card mean?
A: The progress bar and fraction (e.g., 1/2) shows how many onboarding tasks have been completed out of the total assigned. Tap View tasks to see the full breakdown.
Q: The onboarding task screen doesn't load correctly. What should I do?
Q: The onboarding task screen doesn't load correctly. What should I do?
A: The onboarding task checklist loads as a mobile web page (hr.workstream.us) inside the app. If it doesn't render correctly, tap the reload icon at the top-right of the screen. If issues persist, complete those steps from the Workstream HR site on desktop.
Q: Can I edit an employee's profile while they're in onboarding?
Q: Can I edit an employee's profile while they're in onboarding?
A: Employee profiles in the mobile app are currently view only. To edit personal information, employment details, or other profile fields, use the Workstream HR site on desktop.
Q: What happens after I tap Confirm on the Start onboarding preview?
Q: What happens after I tap Confirm on the Start onboarding preview?
A: The system automatically sends the employee an invitation link via email and SMS. The employee uses this link to complete their portion of the onboarding tasks (basic information, payment method, and any other tasks assigned to them). The employee's status moves from Waiting to onboard to In progress.
Q: What is the difference between Employment setup tasks and New hire submission tasks?
Q: What is the difference between Employment setup tasks and New hire submission tasks?
A: Employment setup tasks (Job and pay, Time off policy) are completed by the manager directly in the app. New hire submission tasks (Basic information, Payment method) are sent to the employee via their onboarding invitation link and must be completed by them.