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      Checklists

      Checklists are used to send tasks to users within the system to complete. To set up a checklist, you must first add a Checklist Template. For more information, see: Checklist Templates.

      This article explains how to add a checklist and contains the following sections:

      1. Adding a Checklist Manually
      2. Adding a Checklist from the Onboarding Process
      3. Completing a Task
      4. Completing Tasks Assigned to Multiple Users
      5. Send Task Reminder E-mail
      6. Monitoring the Progress of Checklists

      1. Adding a Checklist Manually

      Navigate to: Administration >> Onboarding >> Checklists

      1. Click Add New Checklist.
      2. Select a Checklist Template.
      3. Choose which person will be the Focus of the checklist (e.g. the new employee).
      4. (Optional) Select who will be the Owner of the checklist (e.g. the employee's manager). If you leave this blank, you will be the owner of the checklist.
      5. The Created Date will be populated automatically.
      6. Select a Target Date (e.g. Hire Date of the new employee).
      7. Select OK.
      8. Make any required changes to this checklist (add, edit or delete tasks). For more information about adding or editing tasks, see: Checklist Templates.
      9. If you see any Unassigned tasks, this will be because the user you selected could not be found. For example, the new employee's Supervisor may not have a user account. You can navigate away and fix any errors/mis-configuration, then click Update All Users to re-assign all the tasks.
      10. Select Start to set the process to 'Running' and send tasks to the selected users.

      2. Adding a Checklist from the Onboarding Process

      If you have the Onboarding Setup process activated, a checklist can be assigned within the process for new employees.

      For more information, see: Using the Onboarding Process.

      3. Completing a Task

      When you have tasks to complete, you will see a number next to Tasks:

      1. Select Tasks from the Side Menu.
      2. Select the Checklist Tasks tab to see all of your checklist tasks to complete.
      3. Select one of the tasks to open.
      4. Read the instructions and complete the task.
      5. Once this task is finished, either change the status to Done or Tick the task to complete it.

      4. Completing Tasks Assigned to Multiple Users

      If a task is assigned to multiple users, e.g. a Security Role or group of Specific Users, it will appear in all users' inboxes.

      1. When one of the users clicks on the task, they will have the option to mark it as Done or Assign Task to Me. If they select any of these, the task will be removed from all other users' inboxes.
      2. The user will then be marked as the Assigned User and can complete the task as described in the Completing a Task section above.
      3. If the task needs to be reassigned before being completed, the Assigned User or an HR Professional needs to click Unassign from within the task screen. (This will add the task back into each user's inbox.

      5. Send Task Reminder E-mail

      If you want to send reminders about Tasks within Running Checklists which have not yet been completed, you can send a Reminder E-mail from within the Checklist Task.

      Navigate to: Administration >> Onboarding >> Checklists

      1. Select a Checklist.
      2. Select the Task that you want to send a reminder about.
      3. Click Send Reminder.
      4. Edit the E-mail Subject and / or E-mail Content, if required.
      5. Click Send E-mail.

      Note:

      • The 'Checklist Task Deadline Approaching' Notification can also be set up to generate automatically based on the Checklist Task Deadline Date. For more information, see: Checklist Task Deadline Approaching Notification
      • Reminder E-mails can only be sent for Tasks in Running Checklists that have a status of 'To Do' or 'In Progress'.

      6. Monitoring the Progress of Checklists  

      When checklists are running and you want to check the progress of tasks, you can use the My Checklists screen.

      Navigate to: Adminstration >> Onboarding >> My Checklists

      • On this screen, you will see an overview of draft and running checklists that you are the owner of:
      • If you want to see an overview of all draft and running checklists in the system, select All Checklists from the View drop-down.
      • Click on a Checklist to see more information:
        1. % Completed - The percentage of the tasks that have been marked as completed.
        2. Focus - The person the checklist is based on.
        3. Owner - The user who owns the checklist.
        4. Status - Displays whether the checklist is draft or running.
        5. Deadline - Displays the deadline date of the checklist.
        6. Completed - The number of tasks marked as completed.
        7. Incomplete - The number of tasks that still need to be completed.