Who it’s for: Administrators

Platform: Web app (Sense Automate)

Available on: Elite and above

Overview

The Workflow Hub in Sense Automate gives administrators access to a library of preconfigured, prebuilt workflows that can be deployed as-is or configured during setup. They extend the capabilities of Sense HR and the wider Sense Workplace ecosystem.

These workflows (known as Library workflows) automate everyday processes like onboarding, leave approvals, or system notifications, without the need to build automations from scratch.

You can browse, install, and deploy these workflows directly in Sense Automate, under Workflow Hub.

💡 Tip: Installing a Library workflow makes it available to your organisation but does not automatically activate it. Once installed, it appears in your Workflows list (Automate > Workflows) for deployment.

What are workflows?

A workflow is a set of automated actions triggered by defined events or conditions — for example, sending a reminder when a new starter hasn’t completed a form, or auto-recording attendance data.

In Sense Automate, workflows form the backbone of how data and processes move between different parts of the Sense Workplace ecosystem.

Workflows fall into four categories:

Type	Description	Who can access?	Editable?
System Workflows	Core, system-level automations that underpin Sense HR and other Sense products.	All tiers have access to the workflow processes.	Not visible or editable in Sense Automate (system-critical).
Standard Workflows	Along with System workflows, they form the standard and baseline automation set up.	All tiers have access to the workflow processes.	Their behaviour can be overridden or enhanced by Library workflows, or in some cases Custom workflows.
Library Workflows	Prebuilt, Sense-published workflows available from the Workflow Hub. Can be installed, deployed, or removed by admins.	Elite tier and above	Configurable via deployment and configurations, not directly editable. Access via the Workflow Hub.
Custom Workflows	User-created workflows built in Sense Automate to suit specific business needs.	Enterprise tier	Fully editable and customisable. Access via the Automate builder.

How Library workflows fit into the wider system

Library workflows bridge the gap between Sense’s System workflows (core automations that power the platform) and your organisation’s potential for Custom workflows (tailored automations built from scratch).

They allow you to:

Extend automation without the Sense Automate builder training required for Custom workflows.
Implement Sense best-practice processes instantly.
Enhance or override standard system behaviours safely.

For example:

The Standard Authorisation Workflow automatically routes employee requests to their manager for review and approval.
The Library Reroute Approver Workflow extends this process by allowing admins to assign an Event Approver in job details. That person receives and authorises event requests instead of the Line Manager. If multiple approvers are set, all are notified but only one approval is required.

When deployed, Library workflows override, enhance, or extend the relevant Standard workflows automatically.

You can view Standard workflows documented here:

🔗 Standard Workflows in Sense Automate

The Library workflow lifecycle

Library workflows follow a two-stage lifecycle:

Install (from the Workflow Hub)
Browse, filter, and select the workflows you want to use. Installing makes the workflow available to your organisation’s Automate environment.
Deploy (from the Workflows list)
Once installed, workflows appear under Automate > Workflows, where you can deploy, configure (where available), or undeploy them as needed.
Deployment activates the automation and applies its logic across your connected Sense Workplace systems.

Example lifecycle:

Browse → Install → Deploy → Monitor → (Optional) Undeploy → (Optional) Uninstall

Key characteristics of Library workflows

Sense-maintained: Designed and tested by Sense to align with system standards and data integrity.
Non-editable: Library workflows cannot be opened in Automate Builder for structural editing. However, some Library workflows include configurable options that allow administrators to customise behaviour during deployment.
Safe overrides: They safely replace, enhance, or extend existing Standard workflows.
Versioned: Each workflow has a unique Workflow ID and version history for traceability.
Quick to support: Sense Support can efficiently trace and resolve issues using Workflow and Output IDs logged in Automate.

Configurable Library workflows

Some Library workflows include Configurations, which allow administrators to customise certain aspects of the workflow during deployment.

When a configurable workflow is deployed, a Configure workflow screen appears, where you can adjust settings such as:

email subject and body text
task names and descriptions
button labels
screen and screen variant references
due date values

Each option includes a default value and admin guidance.

Configurations allow you to tailor a workflow to your organisation.

🖊️ Note:

Not all Library workflows include configurable options
Workflows remain structurally fixed and maintained by Sense
Configuration changes affect behaviour, not the underlying workflow design

Why use Library workflows?

Library workflows help administrators:

Implement proven automations quickly, without needing to understand workflow design.
Keep automations consistent and reliable across teams.
Reduce configuration errors or misalignment between modules.
Discover automation opportunities linked to Sense Presence, Sense Mobile, and other Sense products.

💡 Tip: Even if your organisation doesn’t have certain Sense products (e.g. Sense Presence), related workflows still appear in the Hub so you can explore how they could be used if those products are later activated.

Summary

Library workflows are prebuilt, Sense-designed automations that deliver immediate productivity and consistency benefits without development effort.

They complement Standard workflows to extend the core functionality of your Sense products and are managed through Sense Automate in the Sense Workplace web app.

FAQS

Click to view common questions and answers.

What are Library workflows in Sense Automate?

Library workflows in Sense Automate are prebuilt automations created by Sense that extend or enhance standard system processes. Library workflows can be installed and deployed by administrators without building workflows from scratch.

How do Library workflows differ from Standard workflows?

Library workflows differ from Standard workflows because Standard workflows are built-in, baseline automations, while Library workflows can be installed, deployed, or removed as needed. Library workflows safely override, enhance, or extend Standard workflows.

How do Library workflows differ from Custom workflows?

Library workflows differ from Custom workflows because Library workflows are prebuilt and maintained by Sense, while Custom workflows are created and edited by Enterprise-tier customers. Both automate processes, but only Custom workflows are fully editable.

Can I edit or customise a Library workflow in Sense Automate?

Library workflows cannot be edited in the Automate Builder, as they are maintained by Sense to ensure data integrity and stable automation across all systems.

However, some Library workflows include configurable options, which allow administrators to customise aspects of the workflow during deployment (for example, email content, task names, or due dates).

If deeper customisation is required, Enterprise-tier customers can build a Custom workflow that reproduces or extends the behaviour of a Library workflow.

Can Library workflows replace or override Standard workflows?

Yes, Library workflows can replace or override Standard workflows. When a Library workflow is deployed, its automation logic safely enhances or supersedes the related Standard workflow.

Who can access and use Library workflows?

Library workflows are available to administrators on Elite tier and above. Enterprise-tier customers can also create and manage Custom workflows in addition to using Library workflows.

Where do I manage Library workflows after installing them?

After installation, Library workflows are managed in Sense Automate › Workflows on the Sense Workplace web app. This is where you deploy, undeploy, uninstall, and monitor installed workflows.

Are Library workflows updated automatically?

Some Library workflows are updated automatically when minor fixes or performance improvements are released. When a Library workflow update changes its behaviour or logic, you’ll be notified with an Update available indicator and can manually trigger the update.

What happens if my organisation installs a workflow linked to a product we don’t have?

If your organisation installs or deploys a Library workflow linked to an inactive product (for example, Sense Presence), nothing will happen. The workflow will remain inactive until that product is enabled.

Can I uninstall an undeployed Library workflow if I no longer need it?

Yes, you can uninstall an undeployed Library workflow from Automate › Workflows.

Uninstalling removes the automation from you system.

You cannot uninstall a deployed and active workflow from Sense Automate without undeploying it first.

Are Library workflows supported by Sense Support?

Yes, Library workflows are fully supported by Sense Support. Each workflow and its outputs are logged with unique IDs, allowing Sense Support to quickly trace and resolve issues if needed.