On/offboarding tasks can be created with a different set of rules to acquire information and documents or ask the assignee to do certain actions.
Task assigning is not limited to just the newcomers and resigning employees. It can also be assigned to the HR in charge, line manager, or an employee group so they can prepare the necessary things for On/Offboarding (Ex: prepare a welcome kit, set up a seating plan, etc.).
Before starting, make sure you have access to Checklists Settings. If not, please contact your Admin to request permissions.
Create a Task
Before creating an On/offboarding task, make sure an On/offboarding template has been created in advance.
Go to Checklists > Settings
In the On/Offboarding tab, find and click on the checklist you want to add tasks to. A newly created checklist will be empty.
Click New Task.
Fill out the required fields so the task can be assigned accurately:
a. Task Type: there are 3 task types, click here for more details.
In summary:
The checkbox could be just simple offline tasks (Ex: go over the company's history, visions)
Employee Information requires the assignee to fill out missing fields in the profile of the on/offboarding employee.
File Upload requires the assignee to upload soft-copy documents which will be saved in the Documents tab in the Employee's profile. You can define the number of files that the employee can upload. The maximum is 10 files, learn more.
b. Assignee defines who will automatically be assigned the task when a checklist was assigned to the on/offboarding employee.
c. Due Date can be set to a number of days before or after the Join Date/ the Last Working Date of that employee.
Provide a task description (optional). This can be the instruction on how to complete the task or links to any external resources that may be necessary to complete the task.
Click Create to finish
Edit Task
When you edit a task in an on/offboarding template, it will only apply to the next employee on/offboarding. The checklists that have already been assigned to employees will remain unchanged.
Go to Checklists > Settings
In the On/Offboarding tab, find and click on the checklist you want to modify
Click the pencil icon in the same of as the task to edit
Update the information
Click Save to apply changes.
Delete Task
When you delete a task in an on/offboarding template, it will only apply to the next employee on/offboarding. The checklists that have already been assigned to employees will remain unchanged.
Go to Checklists > Settings
In the On/Offboarding tab, find and click on the checklist you want to modify
Click the trash icon in the same of as the task to delete
Confirm your action.
📌 Note:
Admin (or HR) can add multiple data fields for the employee information task. For example, default system fields (nationality, phone number, gender, address, bank info, etc.) and custom fields.
For a custom field to be filled during On/offboarding, you must check this option in Company Settings > Custom Fields.
(*) indicate required fields.
The checklists that are already assigned to employees will not be affected. The name and description shown on the tasks will stay the same as when the checklists were assigned.
You can review the files uploaded in Checklists > On/Offboarding, open the task list, and click view task.
