On the onboarding settings page, HR teams can create a variety of onboarding tasks to streamline the new hire process. Here are some of the most common tasks:
- IT & equipment setup (laptop setup, software & system access setup)
- HR & administrative tasks (new hire paperwork, employee handbooks, benefits enrollment)
- Training & development (schedule orientation and role specific training)
- Culture & engagement (team introductions, welcome announcements, office tour)
- Job-specific setup (schedule first check-in with Manager, check-ins with HR, etc)
To get started with onboarding tasks as an HR Admin, navigate to Onboarding > Tasks from your Settings.
Task categories
By default, you will see three task categories created in the task library:
- HR Tasks
- IT Tasks
- Team induction tasks
Adding a task category
To create a task category:
- Select Add task category on the top right of the page.
- Each task category is defined by its name and a color that is used for visual categorization in the user interface.
Managing a task category
HR Admins have full control over task categories, with the ability to edit or delete them as needed from the contextual menu of each task category.
| Action | Explanation/notes |
|
Edit |
Update the category name or the color with immediate effect for all workflow tasks, no matter if they have already been used or are newly created. |
| Delete | Delete a task category when there are no tasks that belong to it. Categories with tasks can't be deleted. |
Onboarding tasks
By default, no onboarding tasks will exist in your account. HR Admins will need to create them within each task category.
Adding an onboarding task
To create an onboarding task:
- Select Add task under the task category for which you would like to add a task.
- Fill in the task details:
- A unique name of up to 70 characters.
- At least one assignee should be selected. Task assignees can either be specific active employees or one of the Employee, Line manager and HR Admin roles. There can be more than one assignees selected for each task, with coexistence of roles and specific employees being allowed.
- When it comes to the employee profile fields, HR Admins can select some of the fields or whole sections and subsections of the employee profile, which will be shared with task owners even if they do not normally have access to this information when they view an employee profile.
Example: An IT administrator may need temporary access to a remote employee's address to prepare and send equipment; however, this address should not be retained after the task is complete, per the employee profile template setup.
- Once ready, click Save to complete the process.
Temporary access to employee profile fields
When an HR Admin has included information of an employee profile in a task that is normally not available according to the employee profile template settings, there is a confirmation message that has a preview of the fields that will be temporarily available to specific employees or roles.
Assignee's access to the profile fields shared will be removed after they've marked this task as complete.
Managing an onboarding task
HR Admins have full control over onboarding tasks, with the ability to edit, duplicate, or delete them as needed from the contextual menu of each onboarding task.
| Action | Explanation/notes |
|
Edit |
When a task is updated, all instances of these tasks that are not completed in the ongoing onboarding workflows will be updated, while the already completed ones will not be updated with any new description or profile information availability. |
| Duplicate | Create copies of existing tasks with all the same data already pre-filled, except for the updated task name, which includes [copy] at the end of the duplicated task’s name. |
| Delete | Once you delete an onboarding task, it immediately disappears from the list of tasks in the task library, but it remains available in onboarding workflows where it has been included as a task. |
👉 Next steps: Add onboarding tasks in your employee onboarding workflows.