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, plug-and-play workflows that extend the capabilities of your Sense HR and 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 Automate on the Sense Workplace web app, 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 three categories:
Type | Description | Who can access? | Editable? |
System Workflows | Core, system-level automations that underpin Sense HR and other products. Default automation setup. | All tiers have access to the workflow processes. | Not visible or editable (system-critical), but their behaviour can be enhanced or overridden by Library workflows, or in some cases by 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, not editable. |
Custom Workflows | User-created workflows built in Sense Automate to suit specific business needs. | Enterprise tier | Fully editable and customisable. |
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 System workflows automatically.
You can view System workflows documented here:
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 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: Unlike Custom workflows, Library workflows cannot be opened in Automate Builder for editing. This prevents unintended system behaviour or conflicts.
Safe overrides: They safely replace, enhance, or extend existing System 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.
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 System 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.
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 System workflows?
Library workflows differ from System workflows because System workflows are built-in, default automations, and not editable, while Library workflows can be installed, deployed, or removed as needed. Library workflows safely override, enhance, or extend System workflows.
How do Library workflows differ from Custom workflows?
Library workflows differ from Custom workflows because Library workflows are preconfigured 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?
No, you cannot edit or customise a Library workflow in Sense Automate. Library workflows are maintained by Sense to ensure data integrity and stable automation across all systems. You can, however, build a Custom workflow that reproduces or extends its behaviour (Enterprise tier only).
Can Library workflows replace or override System workflows?
Yes, Library workflows can replace or override System workflows. When a Library workflow is deployed, its automation logic safely enhances or supersedes the related System 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.
Can I see System workflows anywhere in Sense Automate?
System workflows are currently active in the background and not visible to administrators. They are documented in the Help Centre under System Workflows in Sense Automate.