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.
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.
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.
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.
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.
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.