Learn how to create, structure, and schedule workflows in Telsen so your team can complete checks, HACCP logs, and daily operations digitally.

How do I build workflows in Telsen?

Once your organisation and Sites are set up, the next step is to digitise your daily checks and operational processes. Whether you’re moving away from paper forms, replacing outdated spreadsheets, or creating new procedures, Telsen gives you three powerful ways to begin building workflows:

1. Create a workflow from scratch (recommended)

Build a fully customised workflow using Telsen’s Workflow Builder.
This gives you full control over structure, answer types, scoring, scheduling, and assignments.

2. Convert your existing paper or digital forms

If you already have checklists, HACCP forms, or compliance sheets, you can convert them into digital workflows by rebuilding their structure inside the Workflow Builder.

3. Duplicate an existing workflow

Use an existing workflow as a starting point and adapt it to new Sites, areas, or teams.

Creating workflows from scratch is considered best practice because it gives you the most flexibility, especially as your processes evolve.

1. Create a Custom Workflow from Scratch

What you’ll need

• Company Admin or Site Admin access

• Telsen web app

Navigate to the Workflow Builder

1. Log in to the Telsen web app

2. Click Workflows from the left-hand menu

3. Select Manage Workflows

4. Click Create Workflow

5. Choose Custom Workflow (full flexibility)

This opens the Workflow Builder where you can structure sections, tasks, questions, and answer types.

2. Build Your Workflow Content

A well-structured workflow makes it easy for teams to complete tasks accurately and consistently.

Workflow Details

• Workflow Name: Add a clear, descriptive title

• Description (optional): Provide guidance, purpose, or instructions

Add Sections

Break down your workflow into logical sections (e.g. Opening Checks, Fridge Temperatures, Cleaning Tasks).
This helps with clarity and improves reporting.

Add Questions & Answer Types

Select the appropriate answer type from the right-hand panel:

You can add as many sections and questions as needed to match your operational requirements.

3. Schedule the Workflow

Once your workflow content is ready, click Schedule Workflow to choose when and how it should appear for users.

Scheduling Options

One-Off

• Triggers once at a specific date and time

• Perfect for temporary tasks, audits, monthly deep cleans, or one-time inspections

Repeat

• Ideal for recurring tasks (daily, weekly, monthly)

• Telsen’s built-in Date Checker ensures your schedule is valid before publishing

• Useful for routines such as:

  • Opening/closing checks

  • Daily HACCP logs

  • Weekly equipment cleaning

  • Monthly fire safety checks

Ad Hoc

• Triggered manually at any time

• Best for unpredictable events such as:

  • Food poisoning logs

  • Incident reports

  • Visitor sign-ins

  • Equipment malfunction reports

Each schedule option determines how workflows appear in the mobile and desktop apps.

4. Assign to Sites and Users

Assign your workflow to:

• One or multiple Sites

• Specific users

• Or All Users (recommended if you frequently onboard new staff)

How assignments behave

• Users receive a notification when the workflow opens

• Another notification is sent 30 minutes before the due time

• If a workflow is submitted after the due date, it is marked Completed Late

• Workflows not completed by the end of the day become Locked & Overdue in reports

This helps maintain accurate compliance tracking.

5. Publish or Save

Publish

Click Publish to make the workflow live and begin scheduling.

Save as Draft

Not ready to go live yet?
Click Save as Draft to return and finish later.

All scheduled workflows appear under the Completed Workflows tab so you can review or edit as needed.

Next steps

Continue to Build Your Custom Workflows (Part 2) to learn how to:

• Edit existing workflows

• Duplicate workflows

• Add scoring logic

• Manage versions and updates

• Archive outdated workflows