How do I create tasks? For multiple or single Onboardees

In order for tasks in onboarding to be completed by you or the onboardees, they must first be created. This can be done in two ways: tasks for multiple onboardees or tasks for a single onboardee. You can jump to the section that interests you via the table of contents.

Create tasks that are used for multiple onboardees

A task package gives you the opportunity to collect task templates, which can then be assigned to any onboarding via the reason for entry. For example, many customers create a basic task package with task templates that are relevant for every onboarding, such as querying employee master data, creating induction plans, creating employees in the HR system, etc.
In addition, further task packages are often created for each work area. For example, for industrial employees, a task package with questionnaires on personal protective equipment and hazard information in the work area, as well as other tasks for this area.

Required Rights for all steps: Create task packages

Step 1: Create task package

First, you need a task package in which the task templates matching the purpose of the package can be collected.
For example: "Basic package - All settings," "Trainees commercial," or "Commercial onboardees."

If the package already exists and you simply want to add tasks to it, you can continue directly with "Step 2: Create task template."

Proceed as follows:

1. Open the page Task packages.
2. Click on the button + Create or on the button  Create with AI. An input form is displayed.
3. Complete the input form:
   • Display Name*
     Only displayed internally. We recommend a name that clearly indicates the content. Additions with the department, division, or even the respective company can be helpful.
   • Organisational Unit*
     The task package can only be selected in onboardings of this organisational unit and all subordinate units.
   • Preselected For
     An entry reason can be selected here. If the same entry reason is selected when creating a new onboarding process, this task package is automatically added to the onboarding process.
   • Context (only available if you previously clicked the button  Create with AI)
     Enter everything that is important for creating the task package here. 
     You can insert any content you have previously copied here, such as from Word documents, PDFs, Excel files, or lists created by AI tools. The more detailed the information, the less you will need to add or revise later. 
4. Click on the button Create to save the changes. The Task package page is displayed.
5. Continue with step 2.

Step 2: Create task template (A)
and/or 
Check task templates created by AI (B)

Task templates are the specific tasks that need to be completed, both internally and by the onboardees.
In a basic package - All settings, for example, the following tasks could be collected: 

Querying employee master data, creating induction plans, creating employees in the HR system, etc.

2A) Create task template 

Proceed as follows:

1. Click on the tab Task templates in the opened task package. The opened tab is displayed.
2. Click on + Create Task Template to create a new task template. An input form is displayed.
3. Complete the input form.
   Notes on the elements of the input form can be found in the main article on task templates.
   • Properties
     • Title*
     • Description
     • Due Date*
     • Responsibility*
     • Notify When Done
     • Finish Automatically
   • Additional Features
     • Assignable task
       • Task Assignee
       • Share Attachments
       • Automatic Assign
     • Employee portal
       • Portal Articles
       • Portal Task
     • Send Message to Onboardee
       • Correspondence Template
     • Upload Attachment
       • Description
4. Click on Create to save the task template in the package
   or click on Create and Create Another to directly create the next task template.
5. Add more task templates as required until the package contains all the necessary tasks.

2B) Check task templates created by AI 

If you have created a task package with the help of AI, corresponding task templates will appear in the Task Templates tab. Check these to finalize the task package. 

Proceed as follows:

1. Click on the Task templates tab in the opened task package. The opened tab is displayed.
2. Click on the pencil icon to access the input form for a task template.  
3. Check the contents and complete the input form as needed.
   Notes on the elements of the input form can be found in the main article on task templates.
4. Click on the button Update to apply the changes. 
5. Create new task templates if necessary. See 2A.

Important note for 1+2:
This task package with the corresponding task templates can now be added when creating an onboarding. Depending on whether you have linked the package to a reason for entry, in the reason for entry or manually when creating the onboardee via the Task packages field.
Read more here: Apply task package

Create a special task at a specified onboardee

For example, the congratulations card for passing the IHK examination for technical business management.

Required Rights: Create tasks

Proceed as follows:

1. Open the page Onboardings. The page Dashboard is displayed.
2. Click on the name of the onboardee who is to receive the task. The Onboarding page with the tab Tasks activated is displayed.
3. Click on + Create task. An input form is displayed.
4. Fill in the input form. Notes on the elements of the input form can be found in the main article on task templates.
   • Title*
   • Description
   • Due Date*
   • Responsibility*
   • Notify When Done
   • Finish Automatically
5. Click Create to save the task for this onboarding.

Create a special task at a specified onboardee

For example, the congratulations card for passing the IHK examination for technical business management

Required Rights: Tasks - create

Proceed as follows:

1. Open the page Onboardings. The page Dashboard is displayed.
2. Click on the name of the onboardee who is to receive the task. The Onboarding page with the tab Tasks activated is displayed.
3. Click on + Create task. An input form is displayed.
4. Fill in the input form.Notes on the elements of the input form can be found in the main article on the task templates. 
   • Title*
   • Description
   • Due Date*
   • Responsibility*
   • Notify When Done
   • Finish Automatically
      
5. Create Create to save the task of creating an onboarding for this.