Checklists Guide (New UI)

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This option allows you to configure checklists that will guide the applicant or employee actions through the system. You can customize the checklists to contain the steps you require. These steps can include custom forms, hyperlinks to outside web pages, or a simple check, which allows you to define the step with your own information.

  • Before setting up a checklist:
    • Ensure any necessary Custom Forms have been created (See Custom Forms training document)
    • Ensure any necessary HR Actions have been configured (See HR Actions training document)
    • Ensure any documents that need to be attached to a step have been uploaded under Admin > Company Settings > Our Company > Document Upload

Configure checklists from one of the following locations:

  • Admin > Company Settings > HR Setup > Checklists.
  • Admin > Company Settings > HR Setup > Applicant Tracking/Recruitment > Checklists. *This will create checklist specific to the application process
  • If the Recruitment option is enabled, you can also access it from: Team > Recruitment > Pre-Boarding  > Applicant Checklists. *This will create checklists specific to the application process

There are two default checklists pre-created that you can customize to match your company’s process, or you can create a Checklist from scratch.

  • To edit an existing checklist, select the icon to the left of the list you want to modify 
  • To create a checklist from scratch
    • Click the button in the top right.
    • Select the Checklist Type from the drop-down and click the button.



*"Employee Setup" is the only option in Admin >  Company Settings > HR Setup > Checklists and "Applicant Setup" is the only option in Team > Recruitment > Pre-Boarding  > Applicant Checklists.

  • You will then be taken to the screen shown below, where you can further define the checklist. Enter the information for this screen as described below. 
    • a. Name – Enter the name of checklist.
    • b. Category – Select a category from the drop-down list. If what you are looking for is not an available option, you can simply type in what you need.
    • c. Description – Enter an optional description of the checklist.
    • d. Change To Completed When All Steps Are Completed – Check this option if you want the status to show as completed when all steps of the checklist have been completed.
    • e. Date Can Be Entered – Check this option if a date can be entered when a step is completed. This will allow the employee to overwrite the actual date he completed the task (not recommended).
    • f. Auto Add To New Employees – Check this option if this checklist should automatically be added to each new employee upon hire.
      • Filter – You can set this up to control which new hire this specific checklist auto adds to (ie Employee Type of ”Exempt" only)
  • Adding Checklist Items
    • Click the button. The following window will open:
      • a. Group To Add To - You can create a new group or select from a drop down of group(s) already created. (For example, you can group items by Employee Tasks, HR Tasks, IT Tasks, etc., or by time frame such as Upon Offer, One Week Before Start, Day of Hire, etc.)
      • b. # Items - Allows you to add up to 20 items of every single (or multiple) checklist item(s) you create
      • c. Custom Form - Allows you to attach a pre-existing Custom Form to the checklist item that can be filled out as part of the step.  Forms completed and/or signed using this type of checklist item will go directly into the employee’s record, and will not follow any approval workflow.
      • d. HR Action - Allows you to attach a pre-existing HR Action that will be initiated upon the completion of this step. Use this item type for custom forms that require approval prior to saving.
      • e. Hyperlink to page outside the system - Allows the checklist step to have a hyperlink to navigate to a different website if needed.
      • f. Screen Link - This will take the employee to either Benefit Enrollment, My Direct Deposit (note: this is usually done through a HR Action since employees typically CANNOT edit their own direct deposit accounts), My Form CA 2810.5, My Form I9s, and My Form Withholding (here they can fill out both form W4 and the applicable State form).
      • g. Simple Check - A step you define with your own information that has no action in the system.
      • h. Upload Document - Allows a document to be uploaded to the system and it will become a company record. (This item should not be used - Only used in European countries)
    • Select one of the options shown by clicking the icon to add a single item, or check the box next to multiple options and click the button.

 

  • Configuring Checklist Items
    • Once you have added one or more items, you must then configure them. Click the icon.
    • Enter the information needed for the checklist step. 
      • a. Item Group - The "Group" that this check list item is apart of. Any checklist item can be moved from one group to another using the drop down of pre-existing groups.
      • b. To Be Completed By - Users assigned to a specific Checklist Item will be able to respond to the action within their To Do list. If it is set to be completed by a group (or multiple employees), once one person (group member) completes the To Do item, the system will automatically remove the To Do from the remaining participants in the group.
      • c. Budget Hours - This will show in the employees To Do showing how many hours they have allotted to complete this step.
      • d. Confirmation Required - This will force whomever is completing this step to enter their password as confirmation on completion.
      • e. Confirmation Text - If “confirmation required” is selected, this box will appear for any text you want to appear when confirming the step.
      • f. Send Reminder Notification - This will trigger the "Checklist Reminder" notification. This notification will  need to be configured in Admin > Company Settings > Global Setup > Notifications
      • g. To Be Completed By (the second time this lists) - This controls when the "Checklist Reminder" will be sent out after the check list is assigned to an employee.
      • h. Name - This is what will show as the header of the checklist item.
      • i. Description - This is what will show in the body of the checklist item.
      • j. Add Document - This allows you to attach a document to the step, which can be downloaded by the person completing it.  Only documents that have been uploaded into the system will be available to attach.
    • Depending on the "Checklist Item" that is added, there will be additional options available:
      • Custom Forms:
        • Custom Forms - Will allow you to attach a pre-existing Custom Form in the system to this checklist item.
        • Send Notification After Submit - This will trigger the email notification "Employee Custom Form Created".
          • This notification will  need to be configured in Admin > Company Settings > Global Setup > Notifications
        • Allow update Manually - Leaving this UNCHECKED will make it so the step cannot be completed until the custom form is 100% complete.
      • HR Actions:
        • HR Actions - Will allow you to link this checklist item to a pre-existing HR Action set up in the system.
        • Allow update Manually - Leaving this UNCHECKED will make it so the step cannot be completed until the HR Action is 100% complete.
      • Hyperlink to page outside system:
        • Link - This is where you enter the hyperlink you wish the checklist item to navigate to.
      • Upload Document:
        • Workflow - You can choose the workflow the uploaded document should go through for approval, if applicable.
        • Workflow Starts On - This is when the workflow will automatically start after the checklist is assigned to an employee.
  • Continue building the checklist until you have added all desired steps, then click the button.

 

Assigning / Managing Checklists

  • If the checklist is not set to be automatically assigned to new employees, it will need to be assigned manually.
    • Go to Team > HR > Checklists > Checklists
      • Click  in the top right
      • Select the employee(s) and which checklist, then ‘Save’
  • To view open checklists, complete tasks, and check progress on tasks assigned to others:
    • Go to Team > HR > Checklists > Checklists
    • Click the  icon to view an employee’s checklist
      • a. Percent Completed: Shows the percentage of completed items within each group
      • b. Completed Item: Items with the green check mark are complete
      • c. Confirmation: Completed items will show the date, time and name of the person who completed it.
      • d. Waiting On: Shows the name of the employee responsible for completing the checklist item (or for completing the next step in the workflow, if there is a workflow assigned)
      • e. Upload: Allows for a document to be uploaded to the employee file
      • f. Link: Items that take the employee to a custom form, another screen, or an external link will have bluetext.  Click on the text itself to complete the item.
      • g. Company Document: Any documents attached to an item will show here, to the right of the item.  In this example, the employee is expected to review the handbook prior to signing the Handbook Authorization Form.
    • Open checklist items that are assigned to you can also be viewed by selecting the  icon at the top right of the screen, then ‘My Checklists’. Here you will see a list of all checklists assigned to you or to your employees that contain tasks for you to complete. Click ‘Go To Checklist’ to see which tasks require your attention.
      •  Select each item to view and complete the item.