Arbor Workflows is now a fully integrated extension of your Arbor MIS.
Whether you are looking to automate a simple staff leave request or orchestrate a complex, multi-stage student enrolment process, the template library provides the draft you need to get started. Templates are available from 'Workflows' tab within the Arbor Workflows area of the MIS.
To use a template you will need to have permissions to enable you to build and edit a workflow - you will need the Administer All Workflows or Administer My Workflows permissions set as detailed here: School MIS and MAT MIS Business Roles and Arbor Workflow Permissions.
Select the Workflows tab to open the Select Workflows drop down where the '+ New Workflow' option is present.
Select the '+ New workflow' button to display the 'Start from Template' and 'Start from scratch' options
Select 'Start from Template' and either the 'All Workflows' or the collection option that best fit your process you are wanting to build. A collection is the heading that is grouping similar process workflow together. For example, HR and People, SEND Processes and Finance.
Browse the Library: You will see a list of available templates, short description of the template and what tier the features within it relate to.
For further details, take a look at our article on Building from a Template.
Templates Available
Templates are designed with different Tiers in mind to incorporate the functionality available at that level. You will have access to your Tier of templates as well as those belonging to Tiers below as well. For example, if you are a Perform user you will also see Core and Comms templates.
Currently, the following templates are available from within Arbor Workflows:
| Workflow Name | Collection | Tier | Description |
| Annual Staff Agreement | Policy | Perform | This workflow template is the starting point for you annual Staff Agreements. It uses a checklist for the staff member to read and sign each policy, creating a PDF record of this for audit purposes. It collects any declarations of interests and notifies HR if needed. Use your schools' policies from the asset library to make the most of this functionality. |
| Appraisal Workflow | HR and People | Comms | This is a simple template intended to be a starting point to build your school specific appraisal process. This includes a basic appraisal form, conversation review and ensuring the completed forms are sent to the parties included. To tailor this to your school we would recommend adding assets for your policies. |
| Authority to Recruit | HR and People | Core | A workflow to request to hire a new member of staff. |
| Authority to Recruit | HR and People | Perform | A workflow to request to hire a new member of staff. If the staff member is in budget there will be a single approval, if it is not in budget there will be an additional approval. HR are then sent a checklist to manage recruitment and the Principal completes a form to confirm details of the successful candidate. If this is out of budget, then this will also require an additional approval. |
| CPD Request | HR and People | Core | This CPD Request Template includes the initial request form and notification to Line Manager. |
| CPD Request | HR and People | Comms | This CPD Request Template includes the initial request form, approvals and confirmation of course booking. |
| CPD Request | HR and People | Perform | This template follows a simple request, approval and booking process for CPD courses |
| Capital Expenditure Approval Process | Other | Perform | A process to record an intended Capital Expenditure properly, and depending on the amount to be spent, to get the requisite approvals for that spend |
| Complaint Log | Policy | Core | A templated form to record Complaint which notifies the Principal for completion. |
| Complaints Process | Policy | Perform | A process to record a Complaint and allocate it to the right person in accordance with your Trust or School's Complaints Policy. Then to ensure that person or someone of their choosing records the response to the Complainant and that response is sent in time. |
| Contract Variation | HR and People | Comms | A simple workflow that starts with a Line Manager completing a contract variation request, followed by approvals through to confirmation the request has been approved and needs actioning. |
| Contract Variation | HR and People | Perform | A workflow to manage the process of a Contract Variation, leading to approvals and a checklist to ensure the relevant actions have been completed. This workflow included the following Custom Roles which may need setting up before you can deploy this template: HR Manager, People Team and Finance Team. You may also decide to use other roles which can be mapped to within the next pop-up. |
| Cover Request | HR and People | Comms | A workflow for a staff member to make an agency cover request for approval, and then to ensure that the booking has been made and vetting checks undertaken for the Supply Cover |
| Data Collection form direct to PGs | Student and Parent Comms | Core | A workflow which starts with a Data Collection form for the parent/guardians of an incoming student. The link to the workflow can be shared directly with parent/guardians who will fill in the form to start the workflow. Once completed, a new Student Record will be created in Arbor MIS. |
| Data Collection form direct to PGs | Student and Parent Comms | Comms | A workflow which starts with a Data Collection form for the parent/guardians of an incoming student. The link to the workflow can be shared directly with parent/guardians who will fill in the form to start the workflow. Once completed, a new Student Record will be created in Arbor MIS and a message sent to a relevant staff member to say this has taken place. |
| EHCP Annual Review | SEND Processes | Perform | A workflow to kick off an EHCP Annual Review process, collate relevant data and send it to the LA, record the Annual Review outcome and any amendments to the EHCP, save a note to the student record and share the outcome with the LA for their approval |
| EHCP Consultations | SEND Processes | Comms | This workflow includes the EHCP Consultation Form, a chance for a response and involvement from the Local Authority. |
| Expenses Claims | Other | Comms | A simple workflow to record an expenses claim and send it to a Line Manager for Approval and then Finance for processing |
| Governor Appointment | Governance | Comms | A workflow for candidates to apply to be a Governor, the application to be approved and then a form sent to the incoming Governor asking for details for the Register of Interests and to submit a DBS |
| Governor Onboarding | Governance | Perform | A workflow to capture details of a newly appointed Governor and manage their onboarding process including Register of Interests, DBS checks and getting IT set up and sending relevant tasks to the Governor to complete before starting |
| Log Medical Event | Medical and Safeguarding | Comms | A workflow that can be used to record a medical incident and send that record to a member of staff to approve it before logging it as a Medical Note against the student record in Arbor MIS |
| Log Medical Event | Medical and Safeguarding | Core | A form to capture a medical event and add a medical note to the student's record |
| Minibus Booking | Trips and Visits | Perform | A workflow to request a minibus booking which then includes a checklist to complete before confirming the booking and a checklist to complete once the booking has taken place |
| Minibus Booking | Trips and Visits | Comms | A workflow to request a minibus booking, make sure the booking is approved and report the decision back to the requestor |
| Minibus Booking | Trips and Visits | Core | A form to request a minibus for booking which is then sent to a relevant staff member once completed |
| Multi-Purpose Consent Form | Student and Parent Comms | Comms | This simple workflow include a multi-purpose parental consent form with notification and the completed form being sent to the Office Manager. |
| New Contractor or Supplier Process | Estates | Core | This simple workflow collects the details of a new Contractor or Supplier and send a message to the SBM for action. |
| New Contractor or Supplier Process | Estates | Comms | This simple workflow collects the details of a new Contractor or Supplier, shares them with the relevant parties for approval and adding to systems. |
| New Starter (MNT) | HR and People | Perform | A workflow set up to record initial data about a new starter, the trigger form is set up to catch data from MyNewTerm as an ATS and then get additional info from the Hiring Manager. There are then steps to get HR to complete pre-employment checks, ask IT to do a setup and send training/policies to the New Starter to complete. Then the new staff record is created on Arbor MIS. Authentication with MNT is not automatic and you will need to authenticate your MNT account with Arbor Workflows and contact your MNT account manager to enable this. |
| New Starter (MNT) | HR and People | Comms | A short workflow set up to record initial data about a new starter, the trigger form is set up to catch data from MyNewTerm as an ATS and then get additional info from the Hiring Manager. The appointment is then approved and the new staff member added to Arbor MIS before the new starter being emailed. Authentication with MNT is not automatic and you will need to authenticate your MNT account with Arbor Workflows and contact your MNT account manager to enable this. |
| New Starter (MNT) | HR and People | Core | A trigger form to receive data when a new starter is appointed in MyNewTerm. Authentication with MNT is not automatic and you will need to authenticate you MNT account with Arbor Workflows and contact your MNT account manager to enable this. |
|
New Student (Secondary & Sixth) Mid Year Admissions |
Admissions | Perform | A workflow to collect information about an in year admission, flag information to the Head of Year and SENCo and create the new student record in Arbor |
| Off-boarding | HR and People | Perform | This template includes the initial leavers forms needed when off-boarding an employee as well as an exit survey. |
| Overtime Claims | HR and People | Comms | This workflow includes the initial claim form, followed by a decision on the claim and then to payroll for processing. This template included a custom role of 'Payroll Team' which may not be relevant for your school and therefore you may want to select another role during the mapping exercise. |
| Performance Development | HR and People | Perform | A workflow to be used by staff going through their annual review cycle. It goes to the employee and their line manager to review the last year's performance then set objectives for the year ahead. Then it captures a mid point review of Objectives. It can be bulk launched to a large number of staff at once. |
| Planned Absence | HR and People | Comms | A workflow to record a staff member's request for a planned absence, get a relevant approval, add the absence to Arbor MIS. This templates trigger form (step 1, question 3) contains a pre-configured set of absence reasons which match the default selection on the MIS meaning the Arbor Data step can update the MIS. You can remove reasons for absence from this list but cannot add additional reasons. |
| Planned Absence | HR and People | Perform | A workflow to record a staff member's request for a planned absence, get a relevant approval, add the absence to Arbor MIS and send a checklist to the Cover Manager. This templates trigger form (step 1, question 3) contains a pre-configured set of absence reasons which match the default selection on the MIS meaning the Arbor Data step can update the MIS. You can remove reasons for absence from this list but cannot add additional reasons. |
| Return to Work Process | HR and People | Perform | A workflow to be triggered when an employee needs to complete a RTW process. It will ask the employee to complete a form recording details and then their Line Manager. This will then be sent to HR/Admin to process. |
| SAR / FOI Request | Other | Core | A workflow to record a Subject Access Request or FOIA Request and notify the Data Manager for completion. |
| SAR / FOI Request | Other | Comms | A workflow to record a Subject Access Request or FOIA Request, send it to the right person and make sure it is responded to in time. |
| Scheme of Work Curriculum Review | Teaching and Learning | Perform | A workflow to submit a Scheme of Work for approval and QA |
| Scheme of Work Curriculum Review | Teaching and Learning | Comms | A workflow to submit a Scheme of Work for approval |
| School Trip Request | Trips and Visits | Core | A workflow to record the details of a proposed School Trip and share them with the approving member of SLT. |
| School Trip Approval | Trips and Visits | Comms | A workflow to record the details of a proposed School Trip and get approval from relevant staff including Finance before proceeding |
| Staff Induction | HR and People | Perform | This workflow includes steps to get the new starter inducted. It includes tasks for HR, IT and automates the set up of the staff member in your Arbor MIS. |
| Staff Probation Workflow | HR and People | Perform | A workflow to manage the Probation process for a new member of staff. Delays are set up for a mid point review three months and six months after the start date. These dates can be adjusted if you deploy this template. |
| Student Onboarding (Comms) | Student and Parent Comms | Comms | This workflow template collects essential data about the student, automated the creation of their Student Record on the MIS and alerts the School Business Manager to add any additional information. |
| Student Onboarding - Primary | Student and Parent Comms | Perform | This workflow triggers the process of student onboarding. It gathers essential data about, parent/guardians and consents. The workflow automates the create of the Student Record in the MIS. *If importing via an ATF file and you have already created the student records in the MIS, you will not need the 'Arbor Data' step and can remove this as we cannot add to an already created student record.* |
| Student Voice Survey | Student and Parent Comms | Comms | This simple workflow includes a detailed Student Voice Survey with the results being sent to the SENCo for review. |
| Work Experience Placement Sign Off | Trips and Visits | Perform | A workflow to get a student's Work Experience placement signed off |
Understanding Your Workflow
Most workflows in Arbor begins with a Trigger Form to capture essential information. From there, you can build a sequence using two types of building blocks:
1. Task Steps
These steps require input or action from a member of your team:
Decisions: Simple Yes/No approvals. Decision-makers can add context via comments. Rejections can be set to "Stop" the process or "Rewind" to a previous step for correction.
Checklists: Ensure compliance by requiring users to tick off specific tasks before the workflow advances.
Forms: Request additional information from specific users mid-process.
2. Automated Steps
These steps happen instantly in the background:
Communication: Send automated emails to staff, parents, or students via the Send Message step.
MIS Integration (Arbor Data): Push data directly into Arbor MIS to create student/staff records, upload documents, or log absences.
-
Logic & Flow: Add followers for visibility, introduce delays, or even trigger an entirely separate workflow.
Exploring the Library by Tier
The templates available to you depend on your specific Arbor package. See your tier below to see compatible "How-To" guides and templates:
For Schools
Core: Perfect for simple, linear processes. Includes access to our Two-Step Template Library to get you up and running with basic automations.
Comms: Build more robust processes up to 5 steps long. Includes the Asset Library, approval steps, and the ability to update your Arbor MIS automatically.
Perform: Our most powerful school tier. Build workflows up to 15 steps, utilise Conditional Logic (to skip steps or auto-approve), and use Checklists for complex operations.
For Multi-Academy Trusts (MATs)
Essentials: Manage central team workflows and oversee school-level automation.
Plus: Push Down standardised workflows to all schools in your trust and use Activity to monitor efficiency.
Advanced: Full-scale integration. Connect your workflows to Cloud Systems (Google/Microsoft) and update approved third-party software directly from Arbor.
To get started, take a look at our article on Building from a Template.