If you are new to Qualee, it is highly recommended that you read the article: Introduction to Journeys before you continue.
Journeys are designed to automate a personalized Employee Experience through a time-released series of steps, whether for Pre-boarding, Onboarding, Learning, Reboarding, or Offboarding. These Journeys can be distributed either manually, by individual names, or by groups, depending on the operational flow preferred by each organization.
In this article, you'll learn the key differences between Manual and Automated Journey Invitations.
Manual Journey Invitations
Manual Invitations
Benefits:
Flexibility & Control: Administrators have full control over which employees are invited to specific Journeys, allowing for personalized decisions based on individual circumstances.
Immediate Customization: Perfect for situations where employees require unique or tailored experiences, allowing for on-the-fly adjustments.
Smaller Teams or Special Cases: Ideal for smaller teams, special cases, or one-off situations where automated processes may not be needed.
Use Case:
Ad-hoc or Unique Scenarios: When an employee needs a customized experience, such as a unique onboarding process for a senior executive or a specific training Journey for a specialized role.
Smaller Organizations or Teams: Works well for organizations that don’t have a large number of employees or those that require personalized attention for each employee’s journey.
Automated Invitations Based on Segments
Benefits:
Scalability & Efficiency: Once set up, automated Journeys save time and effort by eliminating the need to manually invite employees, ensuring the right people get the right experience automatically.
Consistency: Ensures all employees in the same segment (e.g., role, department, location) receive the same standardized experience, promoting consistency in onboarding, training, and other processes.
Seamless Workflow: Automated invitations based on segments are ideal for large organizations, where employees are grouped into specific categories, reducing manual intervention and improving operational flow.
Use Case:
Large Teams or Companies: For organizations with a large employee base, automated invitations can ensure that all employees in specific roles, locations, or departments automatically receive the correct Journeys without any manual oversight.
Streamlining Common Processes: When onboarding, offboarding, or learning paths are standardized across groups, automating these processes ensures efficiency and avoids human error.
Additional note:
Automated Journey invitations are only possible when a Segment is invited to the Journey. For example, if a segment named "Singapore" (a location) is invited to a Journey titled "Onboarding", then every current and future employee created in Qualee who is linked to the "Singapore" segment will automatically be invited to that Journey.
Whether the segment is based on Location, Department, Team, or any other grouping—if the employee is part of an Active Journey assigned to that segment, a confirmation prompt will appear when the segment assignment is updated.
This prompt allows you to choose whether to automatically assign the employee to any additional Journeys linked to their new segment.
This added layer of control helps prevent the accidental assignment of Journeys to employees who may no longer belong to the intended group—ensuring data accuracy and relevance in your Journey delivery.
Preview: Segment invitation with exclusion
Preview: Regular Segment invitation
Another complex scenario is by creating a "Smart Custom Segment" an optional and dynamic grouping capability that allows your organization to effortlessly merge multiple other segments into one unified group that updates automatically. For example, a Smart custom segment named "APAC New Hires is created and invited to a Journey named "General Onboarding", therefore every employee, or regular segments both current and future employees that are linked to that Smart Custom Segment will automatically be invited in the Journey.
Preview: Regular Segments
Preview: Smart Custom Segments
