Flows vs. Tasks in HiBob: what’s the difference (and why it matters)

If you’ve spent any time exploring HiBob’s latest capabilities, you may have come across two features that sound similar but serve very different purposes: Flows and Tasks. Both are powerful, both improve efficiency—but they’re designed for different kinds of work.

This month’s edition of HiBob MAX dives into what sets them apart and how to know which one to use.

Why HiBob Introduced Flows

HiBob’s new Flows feature was created to address a major challenge HR teams face: not all processes are tidy checklists. Real-life HR work often spans multiple steps, involves several stakeholders, and needs clearer sequencing than a task list can offer.

Flows provide:

• A structured, ordered way to guide people through a process

• Support for multi-step workflows without requiring automation

• A better experience for both employees and admins

Think of a Flow as a guided journey.

When to Use a Flow

Flows shine when your process is complex, sequential, or requires context.

Use a Flow when you need to:

• Guide someone step-by-step

• Present information or instructions before asking for action

• Involve multiple people in a structured order

• Ensure consistency without building a fully automated workflow

Example Flow:
✨ A manager onboarding checklist that walks them through approvals, welcome messages, IT requests, and first-week activities—in a specific order.

Where Tasks Fit In

Tasks are still very much alive in HiBob. They’re simpler, flexible, and great for quick assignments.

Use Tasks for:

• Simple one-off actions

• Reminders

• Items that don’t require sequencing

• Actions that apply to one person at a time

Example Task:
📝 “Upload your insurance form.”
or
📝 “Reminder: Complete your compliance training by Friday.”

Tasks are lightweight. Flows are structured.

Which Should You Choose?

Here’s the simplest rule:

If your process has multiple steps or needs orderly progression → Use a Flow.
If it’s a single action that doesn’t require context → Use a Task.

Flows replace many use cases that previously relied on long task lists—but Tasks still have their place for quick instruction and accountability.

A Better Experience for Everyone

Overall, Flows create a cleaner, more intuitive experience:

• Employees get clarity and guidance

• HR teams get consistency

• Admins get easier configuration

• Organisations get fewer mistakes and smoother processes

But Tasks remain a key tool for simple, transactional work.

HiBob didn’t create Flows to replace Tasks—they created Flows to give HR teams the structure they’ve been missing.