Workforce management workflow

Internal HR process management with automations

Holidays and substitutions

Holiday requests and approvals, optimal task distribution and substitutions management based on skills, availabilities and workload.

Automatic delegation

Most companies are employing human workforce to distribute tasks and follow up the results, however a great proportion of these delegation tasks could be done by an appropriate system - automatically.

Recording attendance data

The system is able to manage attendance sheets, in case of planned holidays and ad hoc absences alike. 

Automatic task distribution in xFLOWer

Automated task distribution - as the activity requires.

xFLOWer's workforce management module enables automatic task distribution, as needed by the process and based on employee skills and current workload. Therefore tasks are distributed automatically to those who are able to perform the task and has the right amount of time to do so.

Task distribution based on employee skills and workload

Most companies employ human workforce to manage task distribution and workforce handling. Nevertheless, most of this function could be automated by an appropriate workflow system. With xFLOWer it is possible to assign skills to employees (for example language or functional knowledge such as having a certain qualification or a completed course - or others). Also, skills can be assigned to each process step, therefore xFLOWer is able to distribute tasks requiring certain skills to those employees who does have that given skill. For example, in case an e-mail shall be answered in French, the system will search the database of available employees and distribute the task to someone who does have the "French language" skill. However, it is always necessary to keep workload balanced. Therefore xFLOWer also examines the workload of employees and distributes the task to those who has less workload at the moment (less may not only mean the number of tasks, but also, task complexity can be taken into account and the system calculates the weighted amounts.)

Skill matrix

It is also possible to assign multiple skills to employees, tasks and documents alike. For example, if managing the mentioned French e-mail requires finance skills besides French language, then it is possible to define these skills in the system for the message and for employees. This way, in case such an e-mail arrives, xFLOWer will automatically distribute it to a person who speaks French and also has finance qualifications. This simple example already shows how sophisticated xFLOWer's task distribution processes and methods can be. It is not an overstatement to say that only the organizations needs and the leaders' imagination may limit the possibilities. Save time and resources while making it sure that all e-mails, tasks and documents are distributed to the right person at the right time by automating task distribution with xFLOWer!

Recording attendance data in xFLOWer workflow

Attendance records

xFLOWer can manage attendance records, in case of planned holidays and also, in case of unexpected absences. Holiday requests, and substitutions deriving from holidays are managed by the system, even automatically or with minimum human intervention. Holiday requests can be recorded in the system directly, and a number of different processes - say approval, remaining holidays check, substitution arrangement and others - can be started immediately. 

Absence management

Absences can be managed by xFLOWer, hence making all planned holidays, availabilities visible in one unified front end. Sick leaves, holidays and unapproved absences are also recordable in the system. xFLOWer considers all these factors when distributing tasks or processes to employees. Therefore it is not possible to delegate a task for an approved holiday period or to leave an unapproved absence unnoticed. The system will not delegate to absent employees and in case of absences xFLOWer automatically redistributes the tasks to available colleagues.


Holidays and substitutions management - automatically

In case a holiday request is approved, or a coworker cannot do his job for any reason, xFLOWer manages substitutions even automatically by redistributing the missing employees' tasks to available persons. Of course, in cas of redistribution, not only availabilities are considered, but also skills and workloads as detailed above. The system examines at least and by default the following:

  • Employees' absence timeframe
  • What skills are associated to the employees?
  • What tasks are due at the absence period?
  • Other aspects as needed.

After this examination, the system starts searching for available colleagues who has the skills needed to perform the given tasks. Afterwards a list is generated, containing employees with the right skills and availability; the system will automatically distribute the tasks to these employees, considering their workload. Hence, first the least loaded coworker receives a tasks, then the employee with some more workload and so on. 
All in all, the system enables digital, mostly automated, quick and easy workforce management considering factors which really matter for performing any task in high quality and within its deadline.



Efficient company operations put up different needs from coworkers in terms of time, skills, and other participants for task completion. In case of starting new projects or in case a colleague goes on holiday, it is of key importance to complete all tasks in a timely manner, while maintaining quality too. Hence, task delegation must be performed considering the skills and workloads of colleagues responsible for completing the task at hand. Also, task deadlines and priorities must be taken into account in such cases.



xFLOWer is a robust and mature cloud based workflow and business process management solution with workforce management functionality. Its development started more than 18 years ago, and it evolved through the years based on international business experience and the actual needs of business leaders throughout Europe. Contrary to other workforce management systems, xFLOWer is not only a work time management software, in which working hours and absences can be administered, but a much more comprehensive, yet easy to use workforce management system with comprehensive workflow capabilities. 

E-mail task distribution in xFLOWer


xFLOWer workforce management module enables automatic task delegation based on skills and employee availability. Thus, the system ensures that any and all tasks are delegated to colleagues who are able to complete them in high quality and within the deadlines. xFLOWer manages deadlines, notifying managers about task completion statuses and approaching deadlines. Therefore managers have the opportunity to re – delegate tasks likely to exceed the deadlines.


SKILL BASED TASK distribution

At most companies, mangers are manually delegating tasks to their subordinates, however, most of such tasks could be automated by using the appropriate solution.

In xFLOWer employee skills – competences, such as language knowledge or other specialties, beside the default skills – can be defined. Any skill can be defined in the system – completed trainings, languages, functional knowledge or any other skill.

On the other hand, certain skill sets can be attached to process steps. For example, in case the company uses one certain e-mail address for – say – German language mailing, then e-mails arriving to this address will be forwarded to colleagues with German language skills.

Multiple skills can also be defined for such cases. For example, if a given sender always send e-mails requiring German language AND financial skills, the system will forward it to colleagues speaking German and having financial skills.

xFLOWer therefore is able to automatically delegate tasks based on a set of predefined skills. Hence, managerial workload decreases, as there will be no need to decide and manually delegate tasks – emails, documents... - to the appropriate coworkers.


THE ROLE OF WORKLOAD IN task distribution

xFLOWer further refines the above skill based delegation method. In case task completion – at least partly – is done within processes run by xFLOWer, (viz. colleagues are constantly completing a set of tasks and they do it within xFLOWer) then the system can „see” the workloads of all colleagues at a given time. Therefore, after identifying the skills required for a task, the system checks the workload of colleagues, and distributes the task to those who are able to complete it in the shortest period of time (namely to the least loaded employees with the required skills).

Hence, it is possible to form a delegation system in which always the least loaded, yet appropriately skilled colleagues receive tasks, thus ensuring timely, and high quality completion of all activities.

xFLOWer workflow editor


The system is able to manage workforce attendance and absence records; handling planned holidays and ad hoc absences alike. Management of planned holidays and related substitutions can be automated or managed with minimal human effort. Recording holiday requests can be done within the system, followed by a predefined approval process. Absences can also be recorded in the system, so legal requirements regarding work time administration is fulfilled. Also, holidays, sick leaves and other absences are traceable in the same interface.

xFLOWer considers all these data when delegating tasks, thus identifying the availability of each colleague. Therefore no task will be assigned to a planned holiday period or to an absent colleague. In case of ad hoc absences, the system re-delegates the missing colleague’s tasks to a competent and available replacement.



In case a holiday request is approved, or a colleague is absent for any reason, appropriate substitution must be arranged. xFLOWer – using the above methods – is able to re – delegate tasks of absent colleagues.

The system inspects:

  • The term of absence
  • What skills are assigned to him/her?
  • What tasks does he have at the given period?

Afterwards xFLOWer starts searching for colleagues having similar skills.  At the end of the search, a list of appropriate replacements is generated. The system distributes the tasks among those who are on the list, considering their already existing workload. So first, the least loaded colleague receives tasks, then the next, somewhat more loaded, and so on.

All in all the system enables optimal task delegation and substitution management based on skills and associated workload. Also, it manages holiday approvals in processes, which are mostly automated.



The xFLOWer workforce management module is part of the xFLOWer process management framework, including the most required business processes and data sets predefined. Although, all these predefined values can be tailored and expanded as needed during the implementation period or anytime later!

xFLOWer workforce management is a cloud based solution, however it "only" provides a framework to create a business environment for your company - one in which you don't have to change your systems and operations frequently. Check out the xFLOWer product range - you can access all these features anytime: if you need any of it now, it is available, if it will be needed later, implementation into your existing xFLOWer instance will be flawless.



In the xFLOWer workforce management module, everything is controlled by business processes to which documents are attached. The processes are guiding all colleagues step by step through the administration tasks, so it is not possible to omit any required step of workforce management processes.

Such processes do not end with recording working hours. xFLOWer workforce management offers much more, managing the whole operative lifecycle of holiday request and approval management processes, substitution management. Beyond all this, any business process can be managed in xFLOWer. The systems abilities are including but not limited to the following process examples:

Of course, you are free to decide what processes you use, however, we will suggest some processes to start with. Holiday requesting and approval, absence and substitution management processes are all included by default.  All these processes can be tailored to your exact needs during the implementation period. In case you would like to use different processes, it is possible! Just have a look at all xFLOWer Cloud modules and find the processes that best fit your needs.



xFLOWer workforce management module includes workforce data sets by default, however, you are free to decide what further types of data you want to store and manage. The possibilities are endless: store employees’ unique data types such as foot size, language knowledge, political relationships or the kids’ names - really whatever you may imagine!

In case you have existing data sets in different systems, it is possible to establish interface connections to these systems. Hence, there's no need to re-enter existing employee data into xFLOWer during implementation.

In case you need different data sets, not only an employee database, it is also possible with xFLOWer. Create data sets for CRM, real estate, receivables, accessories, partners or anything else. Business  processes will always be attached to the appropriate data set.



  1. Recording tasks and participants – Operative tasks and their participants are recorded in the module in line with the relevant company policies. Also, the skills, priorities and timeframes for completion can be defined here.
  2. Process or project initiation – In case of a process or project start, the module identifies which coworkers has the adequate skills and the required availability for completion, based on the above settings. Also, the module examines interdependencies, thus involving for example approvers from multiple organizational levels and departments as needed.
  3. Delegation – the module delegates the tasks to those coworkers who both has the skill and the time for completion. The module gives preference to the completion of priority tasks over less important ones and calculates the delegation accordingly.
  4. Approval – The module forwards the delegation results for approval as needed. Approvers may approve, modify or deny the initiation of processes or projects.
  5. Notice – The module informs all participants about their new tasks after approval.
  6. Follow – up – The module follows the completion of all tasks in case of processes, sub – processes and projects alike. In case of problems or missed deadlines, the module informs the responsible leaders. Also, completed tasks can be forwarded for approval as needed for quality assurance.
  7. Substitution and re – delegation – If the module identifies that someone involved in the process completion is absent for any reason, it arranges an appropriate replacement to keep the process completion within the deadline. In case there’s no appropriate substitution, the system notifies the responsible managers to manually resolve the situation.
  8. Process finalization – The module follows all tasks in the processes and projects until their completion and reports to leaders in real time.




Even the best system can’t provide a complete solution if operational processes are designated erroneously. For this reason, ready – made processes based on international best practices are integrated into all xFLOWer modules, which ensure professional organization of work from the first moment of usage. This unique feature enables business leaders to redefine operational processes solely by appointing coworkers for certain tasks – the rest is done by xFLOWer.

xFLOWer Cloud workforce management module contains all the above features and enables the definition, management and automation of all operational processes regardless the number of processes, users of documents involved. By automating certain tasks, resources are freed within the organization, hence saving costs, time and energy for your enterprise. Therefore the company is enabled to focus on sales, clients and the constant development of its core competence to retain its competitive edge.