Workflows with people outside your journey

Let a job run partly with someone who has no account and no access to your journey. They get a personal link that opens only their steps - to fill in details, learn, sign - while you follow every step, reminder and reply in one place.

Coordination - include people from outside - 12 min. You need: a workflow, or a job you want to make one for

You can try everything. Nobody gets a mail until you press send on the invitation.

What you will be able to do

  • Invite someone They get a link. They do their steps. That is all.
  • Collect and sign Details, a passport, a signed contract.
  • Nudge, then escalate CoVince reminds them. Still nothing? Someone else is told.
  • See it all in one place History on the timeline, one list of who is waiting.

Get this ready first

  • Know who does what Which steps are for the other person? Which are for your team?
  • A folder for signed papers Where should signed contracts be saved? Make a folder first, for example HR / Contracts.

Do it together, one step at a time

First how it works, seven short steps. Then four real examples you can copy.

  1. Give a step to someone outside

    Some steps are for a person without an account. They get a personal link.

    • Open the workflow and click a step. Edit Step opens.
    • At Done by choose The invited person . Everyone else keeps their usual steps.
    • When you start the run, CoVince asks for the e-mail address of the person.
    • The invitation mail is your own text. Use placeholders such as Name and Link, and add a personal note.
    • Press Preview to see the exact mail, then Send invitation.
    • The link opens only their steps. It expires after a while. You can revoke it or send it again.

  2. Choose how it starts

    A workflow can start by hand, by mail, from a web form or from a mail you drag in.

    • Click the green START step.
    • Under How does this start? pick one:
    • By hand, for the team : someone on your team presses start.
    • For someone, by e-mail : you type an address, they get the invitation.
    • From a landing page or web page form : when a visitor sends the form, a run starts. The form fields fill in the first form of the workflow.
    • By dragging a mail onto the workflow : sender, name and attachments are taken over. On a phone, press the Workflow button in an open mail.

  3. Pick what happens in a step

    Each step gets an action from the action picker.

    • Collect data : fields such as text, address, IBAN (checked for you), a file upload like a passport, and required ticks.
    • Learning : a swipeslides training, for example the ISO training.
    • Sign a document : a contract filled in with the collected data. The person signs by drawing or typing. The signed PDF is saved in the Community Files folder you choose. Add a second signer if you need one.
    • Review / approve : a colleague checks and approves, or sends it back.
    • Send a mail : with cc if you like.
    • Plan a meeting and AI steps are in the same list.

  4. Remind, then escalate

    If a step waits too long, CoVince nudges. Still nothing? Someone else is told.

    • After N days: the first reminder.
    • Repeat every N days.
    • At most M times.
    • Then escalate to a colleague, or the creator of the run.

  5. Tell the right people

    Choose who hears what, and when.

    • Add a rule: choose the moment : when done, overdue, signed, sent back, or reply received.
    • Choose to whom : several people, with cc.
    • Add more rules for other moments. Each rule stands on its own.

  6. See what happened

    Everything that happens lands on the card of the run, on the journey timeline.

    • Open the journey timeline. The run has one card.
    • The card lists: started , step done , signed , reminder , finished .
    • Replies to the workflow mails are linked to the run. They show in a Conversation section.
    • Answering? The AI reply suggestions know the run, so they know which step the person is on.

  7. One overview of all runs

    See who is waiting on whom, and nudge with one click.

    • The tiles count: Open , Waiting on someone , Overdue , Done this week .
    • Filter by status , workflow , journey or person . Invited people are found by their e-mail address too.
    • Who has open actions lists every person and how much is waiting on them.
    • On a run: Send reminder, Resend invite or Revoke the link.

  8. Make it fast

    Start from a template, or describe the job and let AI write it.

    • Press Create by wizard.
    • Pick a template: Employee onboarding , Supplier onboarding , ISO training , Sales flow or Customer intake .
    • Or choose Describe it : write the job in your own words and AI writes the whole flow. Then you adjust it in the wizard.
    • Prefer to stay in the editor? Press Generate by AI there.

  9. Example 1: a new colleague

    You start it for Sanne by e-mail. She does her steps. HR checks. The accountant is told.

    • Start : for someone, by e-mail. You type Sanne's address; she gets the invitation.
    • 1. Personal details (invited person): name, address, IBAN (checked), upload her passport , and tick that she agrees with the house rules.
    • 2. Learn (invited person): the onboarding and ISO swipeslides.
    • 3. Sign the contract (invited person): filled in with her name and address; she signs by drawing or typing. The PDF is saved to Files / HR / Contracts .
    • 4. HR reviews (team): approve, or send back with a note.
    • 5. Mail the accountant (automatic): HR is in cc.
    • Reminders : after 2 days, repeat every 2 days, at most 3 times, then escalate to the creator of the run.
    • History : the journey timeline shows started, each step done, signed, reminders and finished.

  10. Example 2: a new supplier

    A supplier fills in the form on your website. A run starts by itself.

    • Start : from a web page form. The supplier sends the form on your site and a run begins. What they typed fills in the first form.
    • 1. Company details (invited person): company name, KvK number, VAT number, IBAN , and an upload of the insurance certificate .
    • 2. Finance reviews (team): check the numbers, approve or send back.
    • 3. Mail to finance (automatic): the supplier is ready to be paid.

  11. Example 3: a sales prospect

    A prospect mails you. Drag the mail onto the workflow. The rest follows.

    • Start : drag the prospect's mail onto the workflow. On a phone, press Workflow in the open mail.
    • 1. Plan a meeting (team): a first call with the prospect.
    • 2. Proposal questions + documents (invited person): they answer your questions and upload their documents.
    • 3. Make the proposal (team).
    • 4. Sign (invited person): they sign the proposal; the signed PDF goes to your Files folder.
    • 5. Follow-up reminders : if they go quiet, CoVince nudges you.
    • Replies to these mails are linked to the run, with AI reply suggestions that know where the prospect is.

  12. Example 4: ISO training for a group

    Everyone learns, signs that they understood it, and gets a certificate.

    • Start : one run per employee. Invite them by e-mail, or by hand for people with an account.
    • 1. Learning (invited person): the ISO swipeslides.
    • 2. Acknowledgement (invited person): they sign to say they have read and understood it.
    • 3. Certificate : the certificate is made and saved.
    • Track it in Manage workflows: filter on the ISO workflow and see who is Done this week, who is Overdue, and send a reminder to the ones who are not yet done.

  13. Tips

    Three habits that make a workflow work.

    • Keep one thing per step. A person who sees one question finishes. A person who sees twenty fields waits.
    • Set reminders. Most delays are people forgetting, not refusing.
    • Use a template first. Change a ready-made flow instead of starting from nothing.

  14. Good to know: privacy

    What the outside person sees, and what stays private.

    • The personal link only shows their steps . They see nothing else of your journey.
    • The link expires . You can revoke it at any time, or send it again .
    • Bank and passport details never appear on the timeline. The timeline shows that a step was done, not what was filled in.

If something is not right

The person did not get the mail.

Ask them to check spam. Then press Resend invite in Manage workflows.

Their link says it has expired.

Press Resend invite. They get a fresh link.

I sent the invite to the wrong person.

Press Revoke. The link stops working at once.

The words, in plain language

run
One time the workflow is done, for one case - one new colleague, one supplier.
invited person
Someone without an account who does their steps through a personal link.
escalate
When a reminder did not help, tell someone else.

Where to go next