In this article, we’ll we’ll provide a detailed overview each field of the Task Template, explaining what it’s used for and any rules or best practices you should remember while filling it out.
Understanding the fields will ensure you’re set up for success when creating and assigning tasks.
Understanding the Task Template Fields
| Field | Description |
|---|---|
| Name |
Enter the name of the task to be completed. For example, Organize quarterly lunch socials, Set up accounts, or Lunch reimbursement. |
| Description | Provide the task details here. |
| File attachment required |
Select this box if the person completing the task must upload a file to mark it as completed. This option is helpful for tasks requiring documentation, such as licenses or certifications. |
| + Add subtask |
Subtasks allow you to create smaller steps within the task, making it easier to track complex tasks. They help employees stay organized and monitor progress.
|
| Applicable to | Choose whether the task applies to All Employees or Specific Employees. If you select Specific Employees, you can filter by department, office, employee status, or job title. |
| To Be Completed By: |
Select the person responsible for completing the task. This could be the employee, their manager, or a specific person. You can assign up to five employees to complete a task, creating "shared tasks." This is useful for scenarios where multiple people can access a particular system and complete the task. |
| Due Date |
Set the date when the task should be completed by.
|
Task Types:
Use this type for tasks related to onboarding new employees. Since these tasks must be completed before the new employee’s first day, their start date will determine due dates.
Examples of Onboarding tasks:
- Assign a laptop to the new employee and add it to the Asset Tracker
- IT to set up access
- Prepare a new key card
- Read the employee handbook
Use this type for tasks related to offboarding employees who are leaving the company. These tasks must be completed before the employee’s last day, so the last working day will set the due dates.
Examples of Offboarding tasks:
- Collect all company items (mouse, keyboard, chair, computer etc.) and enter the return date in the Asset tracker
- IT to remove employee access
- Collect employee access card
Use for tasks unrelated to onboarding or offboarding. General tasks' due dates are optional and determined by the person creating the task.
Examples of General tasks:
- Plan and schedule team-building lunch
- Upload expense receipts for team-building lunch
- Renew CPR license
Now that you know how to create the task template, the next step is assigning it to the employee(s).