ROSI Journey Builder

Beta — ROSI Journey Builder is currently in Beta. Some features may change as we refine the experience. See Known Limitations for the latest constraints.

On this page:

Overview

Build employee journeys in minutes with AI — just describe what you need.

ROSI Journey Builder is an AI-powered co-pilot that transforms how you create employee lifecycle journeys. Instead of manually configuring events row by row, you have a conversation with ROSI. Describe what you need — an onboarding program, a promotion workflow, a compliance checklist — and ROSI builds the entire structure for you. Then keep talking to refine it: adjust timelines, reassign tasks, rewrite descriptions, add dependencies. ROSI handles it all conversationally.

Think of it as a creative sandbox. Prototype journeys in minutes, iterate through conversation, and publish when you're ready — no IT involvement, no implementation delays.

Who it's for: HR Admins and operations managers responsible for creating employee lifecycle events (onboarding, offboarding, promotions, transfers, compliance, and more).

What makes it different: You work with ROSI, not around it. ROSI isn't just generating a starting point — it's your ongoing partner throughout the build. Ask ROSI to make changes at any time and it updates the journey intelligently, then tells you exactly what it did.

Where to find it: In the left navigation, go to Journeys & Forms > ROSI Journey Builder. This option is visible only when ROSI is enabled for your organization.

Before You Begin

ROSI builds journey structures — the tasks, sequencing, timing, and descriptions that make up a workflow. However, the foundational building blocks your journey connects to must already exist in your system.

Make sure the following are set up:

What must exist Why it's needed
Event Types Every journey is assigned to a type (e.g., Onboarding, Offboarding, M&A).
Categories Tasks are organized by category (Locations, Departments, Job Types).
People & Teams Assignees must exist in the system. ROSI cannot create users or teams.
Audiences Journey audiences (New Hire, Manager, Existing Employee, etc.) must be defined.
Dates / Date Anchors Due-date logic relies on date fields already configured for your organization.
Modules If a task requires an attached module (Form, Survey, Document Upload, Document Review, Download Package, Learn Module, or Background Check), it must already exist.

Tip: If you're unsure whether your prerequisites are in place, check with your system administrator before starting your first journey.

Navigation: Left nav → Journeys & Forms → ROSI Journey Builder

Create a Journey with ROSI

Creating a journey starts however works best for you — there is no single required path.

Start from the splash screen

When you open ROSI Journey Builder, the splash screen offers several starting points. You can use any one of these — or combine them:

  • Quick-start templates — Click a suggestion pill for a common journey type (New Hire Onboarding, Employee Offboarding, Manager Check-In, Equipment Setup, Policy Acknowledgement). The scope fields auto-fill based on your selection — you can accept the defaults, modify them, or clear them and write your own.
  • Type a prompt — Describe what you need in plain language in the input field
  • Upload an Excel file — Import an existing journey plan (.xlsx or .xlsm). This is a shortcut, not a requirement — you never have to upload a document.

Any combination of the above is valid. You can upload a spreadsheet and adjust the suggestion pills. You can click a pill and override everything. You can skip both and type freely. ROSI adapts to whatever you provide.

Note: The splash screen also includes a Create Manually link, which opens the legacy Event Builder instead.

Tip: The more detail you provide, the better ROSI's output. Specifics like role types, departments, timeframes, and task expectations help ROSI generate a journey that's closer to production-ready on the first pass.

Define Journey scope

After clicking Create Journey, the Define Journey screen asks you to scope your journey. These are the same fields you'd configure on the Event Definition page today — just presented in a guided format:

  • What type of journey is this? — New Hire Onboarding, I-9 Re-verification, Merger & Acquisition, Relocation, and more
  • Who is this journey for? — New Hire, Manager, Hourly New Hire, Existing Employee, Acquisition Employee
  • Choose criteria for task assignment — Locations, Departments, Job Types (you can refine later). Use Select All to apply to all values at once.
  • Who should be involved? — Manager, Recruiter, HR Coordinator, Buddy, IT, Payroll
  • Which dates apply? — Select from your configured date anchors (e.g., Start Date, Hire Date)

Click Finish. ROSI generates a complete journey structure — tasks, assignees, activation rules, due dates, dependencies, and descriptions — in minutes, not hours.

Work with ROSI

This is the heart of Journey Builder. ROSI isn't just a one-time generator — it's your co-pilot throughout the entire build. Every change you need, you can ask for conversationally.

Open the chat

Click the ✦ ROSI button in the header bar to open the chat panel on the left side of the screen. ROSI greets you and is ready to help:

"Hello! I can help you with step assignments, timelines, participant rules, and more. What would you like to do?"

Close the chat anytime with the X button. Reopen it whenever you need ROSI's help.

What you can ask ROSI to do

ROSI can handle a wide range of journey-building tasks through natural conversation:

Add and remove tasks: - "Add a task for benefits enrollment after the orientation session" - "Remove all IT setup tasks — we handle those separately" - "Add three check-in tasks at days 30, 60, and 90"

Edit task content: - "Rewrite the employee instructions for the first task to be more welcoming" - "Add descriptions to all tasks that don't have one" - "Change the task name from 'Orientation' to 'Welcome to Your First Day Orientation'"

Adjust timelines and scheduling: - "Change warning date to be 2 days before due date for all tasks" - "Move the IT setup task to Day 2 instead of Day 4" - "Set all Week 1 tasks to activate on start date"

Reassign tasks: - "Change the assignee for all Week 1 tasks to HR Coordinator" - "Assign the compliance tasks to the Manager role"

Manage dependencies: - "Make 'Complete HR Paperwork' depend on 'Welcome to Your First Day Orientation'" - "Remove the dependency between the IT task and the benefits task"

Bulk changes: - "Delete all tasks assigned to IT" - "Change the due date for all manager tasks to Day 5" - "Update all task descriptions to mention the buddy program"

Important: Bulk updates and deletions are performed exclusively through ROSI. There is no manual bulk action toolbar — ROSI is how you make changes at scale.

How ROSI communicates changes

When ROSI completes your request, it tells you exactly what was done in the chat. For example:

You: "Change warning date to be 2 days before due date for all tasks"

ROSI: "Sure! All Warning Dates are now set to be 2 days before the Due Date for each task in this journey."

There is no visual highlighting in the table — ROSI's confirmation in chat is how you know what changed. Review the table or Task Detail Panel to verify.

ROSI suggestion pills

ROSI may offer contextual suggestion buttons within the chat (such as "Add Task" or "Change Warning Date"). These vary based on what you're working on — they're shortcuts for common actions, not a fixed set of buttons.

ROSI progress indicator

While ROSI is generating or processing your request, a progress bar appears so you always know it's working.

You stay in control

ROSI drafts. You decide. ROSI will never publish a journey without your explicit action — no matter how many changes you ask for. Use Save Draft to preserve your work, and Publish only when you're ready.

Review and Fine-Tune

After ROSI generates or updates your journey, use the table view, Task Detail Panel, and card view to verify everything looks right and make manual adjustments where needed.

Table view

The table view is your workspace for reviewing the journey at a glance. It fills the main content area to the right of the ROSI chat (when open).

Columns:

Column What it shows
ID Auto-generated task identifier (A01, A02, A03, etc.)
Task Title The task name
Assigned To Role or team responsible (e.g., "Manager / Role" or "IT / Team")
Task Activation When the task becomes active (e.g., "2 days before Start," "Upon Task Completion")
Due Date Relative day the task is due (Day 1, Day 4, Day 15, etc.)
Modules Click + to attach a module
Applies To Categories this task applies to (e.g., "All Locations, Departments")

The table supports horizontal scrolling for wider views. There is no pagination — all tasks appear in a single scrollable list.

Click + Add Task to add a new task. A row appears at the bottom of the table with event defaults, and the Task Detail panel opens so you can configure it. To delete a task, ask ROSI in chat — there is no delete button in the UI.

Header bar: [Journey Name ✏️] [Draft] [⚙ gear] ... [✦ ROSI] [Save Draft] [Publish]

  • Journey name is editable (click the pencil icon)
  • Draft badge shows current status
  • ⚙ gear opens Journey Settings
  • ✦ ROSI toggles the chat panel
  • Save Draft saves your progress
  • Publish opens the Publish Journey dialog

Task Detail Panel

Click a task name in the table to open the Task Detail Panel — a slide-out drawer on the right side. All editing happens within this panel through collapsible accordion sections:

Section What you configure
Employee Instructions Instructions shown to the employee in the portal. Use ✦ Generate with ROSI to have ROSI draft these.
Attached Module Attach one module per task. Types: Form, Survey, Document Upload, Document Review, Download Package, Learn Module, or Background Check. Must already exist.
Timeline Task Activation, Warning Date, Due Date, Task Expiration.
Notifications Toggle on/off: Activation, Warning, Overdue, Completion, Expiration, SMS.
Completion Rules Toggle rules like "Task cannot be completed from summary page," "Task is self-completing," "Mobile only," etc.
Restriction Rules Reassignment and reopen restrictions.
Triggers Form-based trigger configuration.
Audit Trail View change history — who changed what and when. (Collapsible at the bottom.)

Navigate between tasks using ← Previous and Next → at the bottom of the panel. The task title displays at the top so you always know which task you're viewing.

For more details on task configuration options, see Manage Task Definitions.

Module types

Click the + icon in the Modules column to attach a module to a task. Available module types:

  • Form
  • Survey
  • Document Upload
  • Document Review
  • Download Package
  • Learn Module
  • Background Check

Each task supports one module. The module must already exist in your system — ROSI cannot create or suggest modules.

Card view

Switch to card view for a visual overview of task dependencies and relationships.

  • Each task appears as a card with a color-coded role badge (Manager, New Hire, IT, etc.)
  • Dependencies shown via indentation (nested cards indent further right)
  • Total task count shown at top left
  • Filter and view-toggle icons at top right

Card view is view-only — no actions can be performed here. To make changes, switch back to table view or ask ROSI in the chat.

Journey Settings

ROSI generates your journey settings (journey type, audience, dates, actors) during the initial scoping steps. To adjust these after generation, click the ⚙ gear icon in the header bar.

Summary view shows at a glance: - Event Description (with ✦ Generate with ROSI) - Event Type, Availability, Audience - Categories, People, Dates, Launching Team - Welcome Notification (Enabled/Disabled) - Task Customization (Allowed/Not allowed)

Click ⚙ Customize Journey Definition at the bottom for the full settings form, which includes: - General Settings — Event type, availability (max 160 days), audience, launching team, notification/customization options - Categories — Category/Alias/Show in Details configuration - Attributes — Category attributes with Required/Show in Details options - People — Person/Team/Event Coordinator assignments - Dates — Date Type, Date Name, Effective Date configuration

Publish and Launch Your Journey

When your journey is ready, you have two options: save it as a published definition for future launches, or publish and launch it immediately.

Save Draft vs. Publish

  • Save Draft — Saves your current work and directs you to Manage Journeys, where you can see all your saved journeys. Use Save Draft before closing or navigating away from the builder.
  • Publish — Opens the Publish Journey dialog when you're ready to go live.

ROSI never publishes without your explicit action. No matter how many changes you make through chat, nothing goes live until you click Publish.

Publish Journey dialog

Click the Publish button (purple, in the header bar) to open the dialog:

  • Publish Only — Saves the journey as a published definition, ready for future launch.
  • Publish & Launch — Publishes and immediately launches the journey.

Find and Re-open Journeys

To return to a journey you've already started or published, navigate to it from Manage Journeys. Journeys built with ROSI are marked with a ROSI icon and open directly in Journey Builder — your full draft state is preserved, no need to start over.

Use the Built by ROSI sort option in Manage Journeys to surface ROSI-created journeys to the top of the list.

Known Limitations (Beta)

The following are current constraints. These may change as the feature evolves — see the Release Notes for updates.

  • ROSI modifies task-level data only — After generation, ROSI can add, edit, reorder, and delete tasks. Event-level settings (journey type, audience, dates, actors) must be changed manually via the ⚙ gear icon.
  • Card/tree view is view-only — No actions can be performed; all edits happen in the table view or Task Detail Panel.
  • One module per task — System constraint; each task supports a single attached module.
  • Bulk actions and deletions are ROSI-only — No manual bulk toolbar or delete button. Ask ROSI in chat for multi-task changes and deletions.
  • No drag-and-drop — Task reordering is not available via drag-and-drop.
  • No inline table editing — Edits happen through modals within the Task Detail Panel.
  • New journeys only — ROSI cannot operate on or modify existing legacy events. Existing events are not affected and continue to work in the legacy builder as-is.
  • No UI highlighting of changes — ROSI communicates what was updated via chat, not by highlighting fields in the UI.
  • English only — ROSI operates in English only for this release.
  • No post-launch management — ROSI will not manage, complete, or update tasks after a journey has been launched.
  • Auto-generated journey titles — ROSI generates a default title that includes a unique identifier (e.g., "Onboarding / 15367836473"). Edit the title in the header bar.
  • Save Draft to preserve your work — Changes to individual fields save automatically when you close the detail panel, but the overall journey requires an explicit Save Draft to persist. If you refresh or close the browser without saving, unsaved progress will be lost.