When an employee passes away, HR teams must handle more than just logistics—they need to support families through pension claims, life insurance coordination, and survivor benefit notifications. While Workday stores employee data well, it lacks built-in workflows for survivor benefits. Without native tools to guide dependents, assign benefit tasks, or track document collection, HR teams are often forced to manage everything manually—just when precision and empathy matter most.

For more information on CloudApper AI TimeClock visit our page here.

This challenge was familiar to Jenna, a senior benefits coordinator at a U.S.-based healthcare company. When a long-tenured employee died unexpectedly, Jenna had to manage life insurance paperwork, notify the spouse about 401(k) rollover options, and update dependent coverage—all through disconnected spreadsheets, emails, and post-it notes.

Where Workday Falls Short

Pain Point Workday Limitation
No structured workflow for survivor benefits Requires manual tracking and communication
Limited visibility for dependents No self-service portal to guide families through claims
No task automation HR must follow up on every form and deadline manually
Disconnected document handling External storage of life insurance, 401(k), and Social Security documentation

Jenna needed a way to simplify the process and make it more transparent. She didn’t want to overhaul the entire HR tech stack—just fill the gap. That’s when CloudApper hrPad made a difference.

How CloudApper hrPad Complements Workday

CloudApper hrPad is a customizable self-service kiosk and workflow platform that works alongside Workday. For U.S.-based organizations, it provides a secure, guided approach to managing survivor benefits with care and consistency.

Workflow Feature How hrPad Helps
Task Assignment Directs tasks to HR, legal, or payroll for benefit processing
Self-Service for Families Gives dependents a private portal to submit forms and receive updates
Real-Time Tracking Lets HR monitor progress on claims and submitted documents
Audit-Ready Logs Logs actions and communication for compliance purposes

Real Impact: Compassion Meets Efficiency

In the next case Jenna handled, the process improved significantly. When another employee passed away, her team used hrPad to:

  • Notify benefits, payroll, and legal teams in a single workflow
  • Send a checklist and upload link to the spouse for life insurance documents
  • Track the claim timeline and mark steps completed in one dashboard
  • Sync all updates back to Workday for proper recordkeeping

Managing Survivor Benefits in Workday Using CloudApper hrPad

Everything ran more smoothly. The process was faster, clearer, and kinder to the family. HR avoided paperwork backlogs and prevented critical steps from being missed. Most importantly, the family felt truly supported.

Final Thought

Managing survivor benefits is a sensitive yet essential part of HR. It requires accuracy and empathy at every stage. While Workday stores the data, CloudApper hrPad brings structure and support—making these difficult moments easier to manage for everyone involved.

If your HR team is looking for a better way to handle post-loss workflows, CloudApper hrPad may be exactly what you need.

What is CloudApper AI Platform?

CloudApper AI is an advanced platform that enables organizations to integrate AI into their existing enterprise systems effortlessly, without the need for technical expertise, costly development, or upgrading the underlying infrastructure. By transforming legacy systems into AI-capable solutions, CloudApper allows companies to harness the power of Generative AI quickly and efficiently. This approach has been successfully implemented with leading systems like UKG, Workday, Oracle, Paradox, Amazon AWS Bedrock and can be applied across various industries, helping businesses enhance productivity, automate processes, and gain deeper insights without the usual complexities. With CloudApper AI, you can start experiencing the transformative benefits of AI today. Learn More