Help Center | Creating Onboarding Tasks

Creating Onboarding Tasks

As we already know the purpose and importance of Onboarding Tasks, let's learn how to create them։

Navigate to Settings ⚙ and open the On/Offboarding → Onboarding Tasks section.
Click the + Add button.
Enter Task Information:

Specify the Title of the task.
Choose the Type of the task:

1. General: Common tasks that cover a wide spectrum of activities or actions, such as setting up workspaces, providing equipment, or conducting introductory meetings. Select the individual or group responsible for completing this task: Employee, Employee Group, User Role, Reports to, or Employee on Onboarding. You can leave this field blank and assign the appropriate employees later when you assign specific tasks for the onboarding process.
In the Task Details, select the type for your task visual:

Instruction: In the Details field, enter general instructions of the task that should serve as a hint for the task assignee.
Checkbox: specify the title of the checkbox and make it required or optional.
File to Upload: here you will need to pick a Category of the file/document and enter its title to let the assignee know what s/he needs to upload.
File to Download: enter the title of the Document you are going to provide and browse it for your device so that the assignee can download it.
Survey: Select a Survey Type and a specific Survey Template from your available options to be included in the task. This allows you to assign a pre-existing survey to the employee.

When the Required toggle is on, it means the assignee must complete this task before they can proceed with or complete the overall onboarding process.

4. Click Save to add the onboarding task.

Tip:

• Employee on Onboarding: Assign a task directly to the New Hire (the employee being onboarded). This is used for self-service tasks, such as filling out forms or watching orientation videos.

• Employee: Assign to a specific individual employee.

• Employee Group: Assign a task to all members of a predefined employee group (e.g., "IT Team", "BA").

• User Role: Assign to any user with a specific system role (e.g., "HR Manager").

• Reports To: Assign to the new hire's direct manager.

Note: Please be aware that the Assignee field does not appear when selecting the Email type. The email letters will be received by the employees indicated within the email form. See below for details:

2. Email: These are the tasks that involve sending different types of emails (Welcome email, Onboarding schedule email, etc.) during the onboarding process within the recommended dates.

In the Task Details field, specify the From field, which will indicate to the recipient the name of the person who sent the email.
In the To field, select the recipient option (e.g., employee, user role, or an external contact) and then choose the corresponding name from the adjacent dropdown box.

If you select the "External" option, you can enter an email, but it is not mandatory; you can skip it to add later (when assigning a task).

Specify the Subject and add any attachments if needed.
Finally, enter the body of the email using the tools available in the editor.
Do not forget to add Variables from Company, Employee, and Recipient to your email to make it more personalized.

You can delete an onboarding task by clicking on the Bin icon 🗑. However, it is not possible to remove a task that is used in the onboarding template.

Congratulations! You have successfully created your onboarding tasks. Stay tuned to proceed to the second step of the onboarding process configurations - onboarding template setup.

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