Monitoring onboarding tasks for employees

For each employee assigned to an onboarding workflow, the Onboarding app under the employee profile will be available to:

• HR Admins
• The management line of the employee
• The employee owning the profile

Under the Onboarding app, HR Admins and the management line can see all the tasks, giving them a full overview of the onboarding workflow status, while the employees can see only the tasks that are assigned to them.

 

Tasks list

Based on the onboarding workflow that is assigned to each employee, the tasks list will include an entry for each task that is created according to the workflow setup. For each task type, different actions are available.

Automated emails

Automated emails include the welcome email and any additional scheduled emails the HR Admin has added to an onboarding workflow. Each automated email can have 3 different statuses:

1. Scheduled: When an email is not sent yet but will be sent once the scheduled date comes.
2. Skipped: When an email was scheduled to be sent, and on that day, no recipient had an email address set in their employee profile. (i.e. an email was set to be sent to the employee’s work email, and work email was not yet set in the employee profile at the time the email dispatch was attempted).
3. Done: When the email was successfully sent to at least one of its recipients.

Automated email tasks do not have a specific assignee ('No assignee' indication), since they are fully automated. The actions available for each automated email include:

• Previewing the email content
• Editing the scheduled date (available for HR Admins only and emails in Scheduled status)
• Deleting the task (available for HR Admins only and emails in Scheduled status)

The 'View task details' action is always available for all email tasks and opens a preview of the actual email content, its recipients, and the dispatch date.

Profile updates

Profile updates task entry in the table view includes the Task name, Task assignee (employee that is being onboarded), task status and its due date.

This task does not have a three dot menu as its completion is marked based on the input of the employee in the onboarding website. 

E-signatures

E-signature task entries in the table view include the Document name, the signers that are considered as task assignees, its due date and the status of the task and a three dot menu that includes document related actions. The statuses of an e-signature task can be:

• To do: The document has not been signed by any of the signers.
• In progress: The document has been signed by at least one signer.
• Done: The document has been signed by all signers.

When an HR Administrator, Line Manager or Employee visits the Onboarding tab or an employee profile and it is their turn to sign a document, then they will see Sign action available. Once they click Sign and they complete the e-signature the task status will be updated to Done if the signer is the last one to sign the document.

 

Custom tasks

Custom tasks include all tasks that might be added to an onboarding workflow, no matter what task category they belong to in onboarding settings.

Custom tasks’ entries in the table view include the task name, task category, assignees, due date, task status and a three dot menu that includes different options based on the status of each task. Each custom task can have 3 different statuses:

• To do: Each time a custom task is created, its initial status will be “To do”.
• In progress: Users can update a task status to “In progress” to mark it at an intermediate state where it is not yet completed, but actions have already happened for this specific task.
• Done: When the task is completed by any of its assignees.

 

Managing custom tasks

The actions available for each custom task will depend on its status and include:

Preview task details:

Here you will be able to see all information about the specific task. Depending on the viewers’ roles, the assignees of the task and its status, there might also be an action to update the task status.

Update of task status:

When a task status is editable by the user viewing the tasks list, the three dot menu will also include an option to Change status to some other status than the current one. 

Edit assignees:

Edit assignees action is available for HR Admins for as long as the task is not completed and can be applied in both scheduled and In progress workflows.

Edit of deadline:

Edit deadline action is available for HR Admins for as long as the task is not completed and can be applied in both scheduled and In progress workflows.

Delete task: 

Delete task action is available for HR Admins for as long as the task is not completed and can be applied in both scheduled and In progress workflows. 

 

FAQs

Will task assignees receive notifications about tasks?

Yes! When an onboarding workflow starts, all task assignees will be notified that they are assigned to do a specific onboarding task. Notifications include:

• Inbox notification (to-do category) from where assignees can also update the task status.
  
• Email message (and Slack message if applicable)