Understanding task templates

The first step in the pre-boarding/ Onboarding process is setting up task templates. Keka HR’s Task Templates feature is designed to standardize and automate the assignment of tasks for new hires. These templates can be tailored to fit various roles and departments, ensuring that every new employee has a clear understanding of the tasks they need to complete.

Here's how it benefits HR professionals:

• Consistency: Task templates ensure that every new employee has a consistent onboarding experience.
  
  
• Efficiency: Automating task assignment reduces manual work for HR teams.
  
  
• Clarity: Clearly defined tasks and expectations help new hires hit the ground running

Creating Different Types of Tasks

Within the task templates, you can create different types of tasks that are aligned with you pre-boarding/onboarding objectives. For instance, you could set up tasks such as document submission, company policy reviews, and training sessions.

Creating a task in Keka HR's onboarding process involves several elements, each designed to provide clarity and structure for the new hires. Let's break down each element:

• Task Name(1): This is the title of the task. It should be concise yet descriptive enough for the new hire to understand the nature of the task at a glance.
• Description(2): Here, you provide a detailed explanation of the task. The description should include what the task entails, why it’s important, and any specific details the new hire needs to know to complete the task successfully.
• Attachments(3): If the task requires the new hire to refer to a document, fill out a form, or review any material, you can attach those files here. This ensures all necessary resources are readily available.
• Task Type(4): The task type you select determines the options and requirements that become available for that particular task. Currently we have three task types you can select from default, Identity collection and Document collection.
  
• Task Trigger(5): This setting determines when the task will be triggered. Options typically include various stages such as before the offer release, after the offer acceptance, before joining, on the joining day, or after joining. 
• Task Trigger day(6): In relation to the trigger time, HR managers can specify the due date for task completion by entering the number of days within which the task must be completed once it's triggered. For instance, if the task trigger time is 'After offer acceptance' and the due date is set to '5 days from when it is triggered', the new hire will have five days from accepting the job offer to complete the task.

• Due Date(1): The deadline for completing the task. This can be set as a specific number of days before or after the trigger event.
• Task Owner(2): The person responsible for completing the task. It can be assigned to a specific role within the company or the employee themselves.
• Approvers(3): If the task requires approval upon completion, you can designate approvers. These are typically individuals in roles that supervise or manage the new hire.
• Task Applies To(4): This option allows you to specify who the task applies to, using filters like department, location, worker type, or business unit. This is where you can include or exclude specific groups or individuals.
• Checklist(5): A set of smaller, actionable items that need to be checked off within the main task. It helps break down complex tasks into smaller, manageable steps.
• Task Requires Mandatory Attachment Upload(6): This option, if selected, mandates the new hire to upload certain documents as part of the task completion process.
• Send Reminder Emails to Assignee(7): With this feature, you can set up automated reminder emails to be sent to the task owner. You can define when the reminder should be sent, such as a certain number of days before the due date.

Active Tasks

In Keka's onboarding suite, 'Active Tasks' forms a core component of the task templates feature. It's a hub where you can oversee the completion of tasks assigned to new hires.

When new joiners accept their offers, the 'Active Tasks' section becomes their action list. It offers a clear overview of what needs to be done, by whom, and by when. From HR-required tasks like 'Approve salary' to new hire responsibilities such as 'Submit Photo ID', every task is tracked to completion.

This section displays:

• Completion Rate(1): View the percentage of tasks completed in real-time. Showing the tasks which are Assigned, Not Started, In progress, Overdue, Completed & Skipped. 
• Task Details(2): Name, owner, due date, and progress for each task.

By automating the task assignment, HR teams save valuable time, while new hires receive a consistent and informative onboarding experience.

Use Case Scenario

Imagine an HR manager who needs to onboard a new group of sales associates. They could use Keka HR’s task templates to create a pre-boarding process that includes:

• A welcome message with a company overview video.
• A checklist of documents needed for HR records.
• A task to select a mentor from the sales team for initial guidance.

Each task would have a set due date, with automatic reminders sent to the new hires. The ability to include checklists ensures that the new employees have clear instructions on what needs to be done, making the pre-boarding experience seamless.

By using task templates in the onboarding process, HR professionals can provide a structured and engaging pre-boarding experience for new hires. It's not just about completing tasks; it’s about setting the tone for a successful tenure at the company. With these enhanced features, Keka HR helps you ensure that every new employee is well-equipped to become a valuable part of your organization.