Checklists are a series of tasks of HR processes like recruitment, performance review, induction process, new joinee process, employee exit process etc., In other words, it's a simple to-do list used to define your HR workflow actions. The corresponding Checklist will be triggered whenever a record is added, edited, approved or rejected and the respective task owner(s) will be notified automatically through an email about the task(s) assigned.
Administrators (those who have the 'Admin' role) can create and assign checklist tasks to co-workers, individuals, departments and roles. Checklists are created based on the forms that are available in your organizational account. You can create multiple checklists for each individual form.
To configure a new Checklist, please follow the steps below.
Here's a basic and a simple scenario of how Checklists can be used in an organization. Let's consider the 'New Joinees' process: When a new employee joins an organization, the basic things that you (an HR) must do is to create login access for the employee(s), provide ID card, allocate a place, provide work computer, phone, configure system, enroll employees in the benefit plans, etc., That is such a huge list! It could be an easy process for 1 or 2 employees but not in the case of more than 10 employees. You cannot email or call each individual or department members to get this done every single time. You can eliminate this tiresome process and highly reduce manpower just by creating automated checklists.
A Checklist can contain as many number of parent tasks and sub-tasks. Please follow the step by step instructions given below to configure the 'New Joinees' process for your organization.
In the above mentioned task list, there are 5 parent tasks and 2 sub-tasks. Parent tasks can be completed simultaneously whereas sub-tasks cannot be completed before completing the corresponding parent task.
The task 'Provide Laptop for New Employees' is a parent task assigned to System Admin Department and the tasks 'Setup System Configuration' and 'Provide Phone to Employees' are its sub-tasks. System Admin Department should first provide laptops to new joinees and mark the status as completed. Once done, the task notification mail will be sent to the IT Department and System Admin Department for the corresponding sub-tasks. The parent task should be completed first and only then the sub-task alert will be triggered. The other 4 parent tasks do not have sub-tasks. So they can be completed simultaneously by any one and at any time. Each department or individual should manually mark the task status as 'Completed' after completing their respective tasks. Only then the Checklist status will show 'Completed'.
The Checklist tasks will be triggered based on the below form actions:
For example, whenever a new record is added in the Employee form, checklists that are associated with the 'Employee' form will be triggered automatically and an email notification will be sent to the respective owner(s) of the task based on the task workflow.
Edit a Checklist.
Enable/Disable a Checklist.
Delete a Checklist.
Once you add a new record for a Checklist, you can add multiple tasks to it and assign owner(s) for each individual task. Follow the steps below to add a new task.
Templates in Checklists helps you to easily send template messages to task owners about the task assigned to them. While creating a task for a Checklist, you can directly type in custom templates so that the task owner will be notified through an email containing the custom template message. The template preview lets you choose the appropriate pre-defined templates based on the form selection. Each individual form can contain multiple templates. You can choose the required one from the pick list. Click here to learn more about Templates. You can also create a new template or edit the default template based on your requirements. It highly saves your time and makes the process much simpler!
As explained in this scenario, the first task in this Checklist is to add a task to the Reporting Manager of the employee to allocate a place. To Configure a template, please follow the steps below.
Task Owner: A Person for whom the task is assigned.
Checklist Name: Name of the Checklist. For example, 'New Joinee' Checklist.
Checklist Item Name: Item name of the Checklist. i.e., Task name of the Checklist. For example, 'Allocate place for employee' task.
Below is a sample template image for 'Allocate Place for Employee' task.
Few HR processes will have multiple set of tasks. Such tasks can be split up into sub-tasks and can be handled separately by a different team or individual. Adding a sub-task is same as adding a parent task. Follow the steps below to add sub-tasks.
A sub-task will be triggered only when the corresponding parent task is completed. The email notification will be sent to the owners of the sub-tasks automatically when the parent task is completed.
To change the status of the Checklist tasks, please follow the steps below.