The overall onboarding process can be broken down into simple tasks that can be assigned to the various stakeholders. Typically, an onboarding process involves tasks like the ones listed below that various people in the organization has to complete. The new employee who is joining will also have some tasks to perform.

- Procure assets for the new employee

- Create email id and other credentials

- Create HR portal profile and add the necessary details\

- Employee to upload important documents

- HR Orientation

- Business orientation

You may have similar lists of tasks to be performed by different stakeholders when a new employee joins. This can also vary depending on the department, location, etc. It may also vary by designation. The onboarding for a manager or leader maybe different from that of an entry level employee.

Keka HR Portal allows you to create different task lists for these individual cases. Onboarding groups are another important feature that allows you to group employees and determine the stages for the onboarding process (Read more about onboarding groups here). Depending on the employee who is joining, you can select the appropriate onboarding group which contains the task list assigned to it and get started with their onboarding process. When you initiate onboarding for an employee with a task list selected, the tasks will be assigned to the respective stakeholders automatically. 

Let us see how you can setup these tasks and task lists. 

TABLE OF CONTENTS

• Setting up Different Types of Tasks
  • Creating a Task List
  • Creating a Task
    • Create Your Own task
    • Choose From ask Library
    • Editing/Deleting a Task List
• Related Articles

Setting up Different Types of Tasks

Go to the Org (1) section from the left navigation pane. Select the Onboarding tab (2) and then go to Tasks (3) tab. 

Here, you can find two tabs titled Task Summary and Task Lists. The task summary page is a repository of all the tasks that are a part of the onboarding process. You can add the already existing tasks to a new task list you are creating. You can also create new tasks if you wish to do so. 

The task summary page gives you a quick overview of the progress on tasks that have been currently assigned and the progress on these. You can track the number of instances each task has been assigned to relevant stakeholders. You can track the progress on each particular task. Find the task you want to check on and look at the details under the Overall Progress column. 

View more details against each task by clicking on the View icon. 

You can also click on each task from the Name of the Task column to view the details of the assignment. The task details page will show who these tasks have been assigned to and view the status of each. 

You can also send a nudge or a reminder to those owners to remind them to complete the task. Select the task you want to send a reminder for and click on the Remind icon on this page against the selected task. 

Creating a Task List

Let's now talk about adding a new task list. To create a new task list, go to the Tasks Lists tab and then click on the +Add Task List button. 

On the Add Task List window, enter the Task List Name and also a Description if needed. You also have the option to copy tasks from an existing task list. This allows you to quickly add a few tasks to the task list. You can add more tasks later. 

Select the task list from which to copy the tasks from the drop-down. You can see the tasks from this list. Select the specific tasks you want to add to this new list. 

After you've made these selections, click Add to add the new task list. 

On the Onboarding Task Lists page, you can find the new task list along with the other task lists you have added. Let's select the new task list added in the last step and see how to add or remove tasks from the list. 

To remove a task that has been added to the list, select the task and then click on Remove from List. You can also click the Delete icon from the Actions column to perform this action. This will remove the task from the task list.

Creating a Task

To add a new task to the list, click on the Add Task button after you select the list to add the new task to. You will see a drop-down with 2 actions. You can either create a new task from scratch and add it to the list by selecting the Create your own task option. If you want to add a task that is already added to the task library, select Choose from task library. 

Create Your Own task

Let's add a new task from scratch. Select Create your own task from the drop-down. The Add Task to task list window will appear. Here, you can add a Task Name and Description. You can also add the due date for this task. You can set a number of days from the joining date of the new employee as the due date.

Add the owner for this task in the Assigned To field. You can also choose to have a validator who has to acknowledge that the task has been completed. Add the validator in the Add Validator field. You can add the employee as the validator or you can add any other role. 

Select the checkbox if you want the employee to add an attachment when they validate the task completion. You can also select if you want to set a reminder to the task owner before the due date. Select the Send reminder emails to assignee checkbox. This will give you the option to set when the reminder should go. 

Once you are done adding the necessary details, click Add. 

This will add the new task to the task library as well as that particular task list. 

Choose From ask Library

You can also choose to select a task already added to the task library and add it to the task list. Click on Add Task and then select Choose from task library. 

Select the particular task category from the left pane of the Select task from task list page. Select the tasks you want to add to the task list. You can select multiple tasks from different categories here.

Once you have made the selections, click Add Task to add the selected tasks to the list. 

Editing/Deleting a Task List

You can also edit the details of a task list by clicking on the three dots icon on the selected task list page. To edit a selected task list, select Edit Task List.  You can edit the Task list name and the Description from the Edit Task List window.

Select Delete from the drop-down to delete a task list. 

You cannot delete a task list that has been assigned to an onboarding group. Remove the assignment first before trying to delete the task list. 

This brings us to the end of the article on creating and managing onboarding tasks and task lists. More questions? Talk to our product experts today!

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