How Pyn fits together

A workspace holds everything your company does in Pyn. Inside it, employee records arrive from your systems, the journey map says which moments matter, flows decide who hears what and when, and every message that goes out is recorded as a delivery. Each object below is explained in the order Pyn uses it.

1. Workspace

One organisation, one workspace: its employees, flows, integrations, users and settings. People sign in to a workspace with a role (Owner, Admin, Power User or User) that decides what they see and may change. A person can belong to several workspaces and switch between them. See Workspaces and Roles and permissions.

2. Employees and their sources

Employees are records in the Directory. They come from sources: an HRIS such as BambooHR or HiBob, an applicant tracking system, a Google Workspace or Microsoft 365 directory, Slack or Teams membership, a spreadsheet (the Employee File) or sample data. Each source refreshes on a schedule and its records are matched to one employee by source id or email, so a person who exists in HiBob and Slack is one employee with two sources.

An employee carries properties (name, emails, start date, department, location, time zone), relations (manager, buddy, mentor, HRBP) and a lifecycle stage derived from dates: Joiner, Current, On leave or Terminated. Groups collect employees by a demographic value, a lifecycle stage, a saved filter, a hand-picked list or a relation. See Sync cadence and matching and Employee Groups.

3. Journey

The Journey map is the plan: columns of categories (Onboarding, Leave and Life Events) holding moments (First day, Return from parental leave). A moment records how well you cover it today and links the flows and content that serve it. Nothing sends from the map itself; it is where you decide what to build and read what each moment achieved.

4. Flows

A flow is what sends. There are two kinds:

• An automation has a trigger (a date on the record, a group change, a form submission, a schedule, a relation being set), an audience (lifecycle stages plus included minus excluded groups) and steps. When the trigger fires for someone in the audience, Pyn enrols them. See Automations.
• A campaign template has milestones and steps and no trigger; you enrol people into it on a chosen date, and it appears on the Campaigns calendar. See Campaign Templates.

Flows draw on the Library for reusable content and media, and on Forms and Polls for questions.

5. Steps and deliveries

A step is one thing a flow does: send an email or direct message, post to a channel, invite to a calendar event, add to a channel, raise a ticket, ask for an acknowledgement or link to content. It has a recipient (the employee, their manager, buddy, HRBP, a group, a channel or an address), a sender, a schedule relative to the reference date, and optionally its own audience, reminders and escalations. See Steps and messages.

When someone is enrolled, Pyn creates an enrollment for them with one enrollment step per step, each scheduled against the enrollment’s reference date. When a step sends, it creates one delivery per recipient, which moves through Scheduled, Sending, Delivered, Clicked and Actioned, or Bounced and Invalid. Reminders and escalations are further deliveries hanging off the first. Activity is where enrollments, steps and deliveries are read and acted on.

6. Versions

Publishing an automation takes a snapshot, a version, of its trigger, audience and steps. Enrollments run on the version they started on, so editing an automation never changes what someone mid-journey receives until you publish and choose Update Enrollments to move them. Library content has versions in the same way, so a step points at the content and a published version is what sends. See Publish an automation and Content states.

7. Views

Most areas show their objects in views: a table, gallery, calendar or board with filters, a sort and columns, saved under a name. The views that ship with an area (Automations, Whole Journey, All Enrollments) can be filtered and re-saved as your own; some, in Activity, are fixed. Universal search in the top bar finds employees, groups, flows and content across them. See Views, filters, search and export.

Putting it together

1. HiBob refreshes and a new record arrives with a start date two weeks away: a Joiner.
2. The start-date trigger on the Welcome automation fires for them; they are in its audience; an enrollment is created on the current version.
3. Its steps are scheduled against the start date: a personal email a week before, a Slack direct message on day one, a manager nudge at day 30.
4. Each sends on its day, creating deliveries; the handbook acknowledgement is reminded twice and escalated to the manager if still unactioned.
5. Activity shows the enrollment’s progress; the Journey map’s First day moment counts the deliveries; the Dashboard rolls them up.

Related

• Automations for triggers, audiences and modes in depth.
• Enrollments for what Pyn creates per person.
• Directory for employees, sources and groups.
• Journey for the map that ties flows to moments.