How to set up an onboarding task list for new employees?

The onboarding task list for new employees is a crucial checklist of activities and steps to be completed when joining a company. It helps them familiarize themselves with their role, company policies, and the team. This includes tasks like setting up systems, paperwork, orientation sessions, meeting team members, and accessing tools. It ensures a smooth transition and helps new employees feel welcomed and prepared for their new job.

In the Keka portal, you can effortlessly add new employees and send them an onboarding task list. These tasks are automatically scheduled based on the employee's joining date, as defined by you. Once the employee completes the tasks, they are then sent to a designated validator appointed by the admin to confirm and validate their completion.

To set up an onboarding task list, go to the Org (1), and then under Onboarding (2), you will find the Tasks (3) section.

Here you may find some predefined task lists that can be assigned to the new employees.

To add a new task list, either click on +Add option in the Onboarding Task List pane or click on the +Add Task List button.

The Add Task List window will open up and here you have to give a Name and Description for the list. Additionally, you can copy tasks from a pre-existing list and add it to this one.

Once done, click on Add.

Now this list will be available in the Onboarding Task List pane. To add tasks to this list, click on the Add Task button. 

You can either choose to Create your own task or Choose from task library.

If you choose to Create your own task, the Add Task to 'List' window will open where you first have to give a Name and Description for the task.

Then provide the number of days after joining when the task is due. You can also choose to attach a relevant file for this task. 

Then choose to whom the task is assigned to. 

For example, if you select Employee, and assigned this task to an onboarding group, all the employees in that group will have to do this task.

You can also add a Validator for this task, choose if an attachment is required from an employee to mark the task as completed and configure reminder emails to be sent out to the assignee (if required).

Once all the details of the task the configured, click Add.

Alternatively, you can select Choose from Task Library, which will open up a window where you will find several pre-defined task categories (1) and from them, you can select the task (2) you want and click on Add Task (3). 

Now that you've learned how to create a task list and add desired tasks to it for onboarding newly joined employees, the next step is to add that task list to an onboarding group. Once the task list is added to the group, it needs to be assigned to the newly joined employee. If you want to know more about creating an onboarding group, check this FAQ article.

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