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As an HR and Payroll company, we understand the chaos an HR and Payroll admin goes through. The HR & Finance departments undertake recurring activities, need coordination between multiple stakeholders, follow-ups, collaboration and manual intervention, at all touchpoints. Most of the time, it gets challenging to remember every task that must be performed or assigned to someone. This process leads to a stressed and burnt-out HR team, rendering the team inefficient.

As an HR & Finance department, to equip you with strategies that help you perform your duties efficiently, we present an all-new revamped avatar of Tasks and Checklist module. The Tasks and Checklists module is a simple and efficient tool to identify, streamline and automate various organisation processes.

Benefits of having greytHR Tasks & Checklists:

  1. Complete automation in Task Creation & Delegation: After creating and mapping a checklist, the event is automatically triggered, and the task is assigned to the relevant stakeholders. This results in a seamless accomplishment of your tasks.

  2. Accountability within the Organization: The Tasks and Checklists module helps in maintaining transparency and accountability within various departments in an organisation. Example, when an event triggers, a set of tasks are automatically created and assigned to the respective employees.

  3. Timebound & SLA Driven: The tasks within a checklist have a completion timeline. These help the task owner to prioritise and track the tasks.

  4. Error FreeThe systematic and streamlined process of checklists helps in an error-free and accurate output. The checklists can also be used as a tool for quality assurance in any process, as it minimised the chances of skipping steps.

  5. Productivity BoosterThis tool gives you a sense of accomplishment and boosts your motivation. It also reduces manual efforts & transactional costs.

Within an organisation, you can collaborate tasks to accomplish an activity individually or along with your colleagues. For example, there are five employees' onboarding today. The onboarding process involves three departments. Hence, you can create a checklist, add task templates and delegate it parallelly to the departments involved. The admin can monitor all the ongoing activities.

Tasks and Checklist module includes two features:

Checklists

Did you just realize that there are some tasks connected to a similar work you do after you created a bunch of tasks? Don't worry, you can now group the tasks under a Checklist.

A Checklist consists of a set of repetitive tasks that need to be performed. You can create a Checklist and add task templates to the checklists. For example, you can create a checklist for the employee onboarding process. This checklist will consist of all the tasks to be performed when an employee on boards. The owner of the checklist could be its creator or any other peer who is an admin user.

Creating a Checklist

To create a checklist, perform the following actions:

  1. Navigate to Settings Icon > System Settings > Checklist > Checklist Dashboard.


    You can also navigate to the Checklists page through Tasks > Configure Checklist

  2. Click Create Checklist. Create Checklist pop-up appears. 


  3. Specify a name of the checklist in the Checklist NameThis is a mandatory field. 

  4. Select the priority of the checklist from the Priority drop-down list.

  5. Specify the description in the Description text box.
  6. From the Map To Event Category drop-down list, select an option to map the event. This is a mandatory field. 
  7. From Select Event drop-down list select an event. For events like employee joining or payroll cut off, a field- Triggers on appears. Select a suitable option to trigger the event accordingly.

    An event is a systematic arrival of a significant activity, at a point of time. A checklist and event are interdependent. Events in greytHR are categorized under Core HR and Payroll. Activities like adding an employee, employee's joining anniversary, birthday, last working day, and so on are Core HR event types. Activities like payroll processing, post payroll, payroll cut-off and so on are Payroll event types.

  8. From the Owner drop-down list, select an owner of the checklist. This is a mandatory field. 
  9. From the User drop-down list, select a user. This is a mandatory field. 
  10. Click Save to create the checklist.

Creating Task templates

Task templates are a list of “to-dos” before the event takes place. To create a task template, search for the checklist from the Search box and expand the Task Templates section. Now, click Add new task template or select the existing group by clicking the Select Task Template from Gallery button, to make your work a little easier.

To create a task template, perform the following steps:

  1. Navigate to Settings Icon > System Settings > Checklist > Checklist Dashboard.
  2. Select a checklist.
  3. Expand the Task Templates card.
  4. Click Add new task template. Add Task Template pop-up appears.

    You can also add a task template from the templates gallery. 

  5. Specify a name in the Task Template Name text box. This is a mandatory field.
  6. Select priority of the task from the Priority drop-down list.
  7. In the Description text box, enter the description of the task.
  8. In the Complete by text box, enter the number of days in which you want the task to be completed.
  9. From the Owner drop-down list, select an owner of the task. This field is mandatory.
  10. Click Save to create the task under the selected checklist.

Creating Task templates from the Templates Gallery

To add a task template from the templates gallery, perform the following actions:

  1. Navigate to Settings Icon > System Settings > Checklist > Checklist Dashboard.
  2. Select a checklist.
  3. Expand the Task Templates card.
  4. Select Task Template from Gallery. Add Task Form Template Gallery pop-up appears:

  5. Select a Task Template.
  6. Click Add. Task Owner Configuration pop-up appears.
  7. Select users from the Task Owner and Named User drop-down list for all the tasks.
  8. Click Save to add the task template to the checklist. 

Tip

You can add new groups by navigating to Settings > System Settings > Checklist > Template GalleryOnce an event occurs, the task templates become the actual tasks.

Checklist Instances

When there is an event related to a particular checklist, the instances are automatically created with the actual tasks. These are the tasks that must be performed. You can view the tasks related to a Checklist Instance by clicking the View button. A task page with the related task(s) appears, from where you can mark a particular task as completed. The number of completed or open checklist instances are displayed in the Checklists page.

Tip

If you have a bulk of instances and need to find a particular instance, use the search and filter option to refine your quest.

Filter

You can refine your search by clicking the filter icon adjacent to the search box and then, select the filter criteria relevant to you.

Tasks

Tasks are a list of “to-dos” that are performed to accomplish an activity. A task can be independent or within a checklist instance. With greytHR Tasks and Checklists module, you can create a task and assign it to yourself or delegate it to a colleague. The task assignee receives the on-time notifications via email and sms about the task details. 

Adding a new task

To create a new task, perform the following actions:

  1. Navigate to Tasks from the main menu. You will be redirected to the Tasks page.

  2. Click . Add Task window appears:
  3. Specify the Task Name. This is a mandatory field. 

    To quickly get started, click Save Changes. You can specify the remaining details in the Add Task window later. 


    Click  to search and allocate the task to a colleague.

    Tip

    At first, assign a task to a peer who is interested to try Tasks and Checklist with you.


  4. Click Add to checklist to search and map the task to an existing checklist instance. 

  5. From the Due On calendar list, select a due date for completing the task.
  6. From the Priority options, select the priority of the task. Red colour indicates the highest urgency of the task.
  7. In the description text box, enter a description of the task.
  8. Click Attach files to attach task-related files.
  9. Under the Comments tab, click Comment here text box to collaborate with your colleagues who are involved in the task.
  10. Under the Tags tab, click Add Tags+ add tags to the task. Tags make the tasks easily discoverable when a filter is applied.
  11. Under Followers tab, click + Add Followers to add colleagues who can watch over the activities of the task. The colleagues added in the Followers tab will receive notifications on the various activities that happen on the task.
  12. Click Save Changes to create the task.

On the Tasks page, you can view the number of tasks open and completed. You can view details such as Tasks, Checklist, Assignee, Priority, Due On related to all the tasks. You can also group, sort and search for the tasks. The tasks are categorized under two tabs: Open and Completed.

Marking task(s) as completed

Once a task is completed, select the task to mark it as completed. The mission accomplished kind of feeling, right?

Grouping task(s)

You can group tasks based on the Checklist, Assignee and Priority or all the three together. Just drag and drop the label(s) in the space provided adjacent to the Search Task(s) box. Click the group to expand and view the tasks under them.

Sorting task(s)

You can also sort and view the checklists in the below-given ways:

  • Task, Checklist and Assignee are displayed in alphabetical order.
  • Priority is displayed based on the high to low or vice versa.
  • Due On is displayed based on the due dates and overdue dates.

Just hover the mouse pointer on any of the labels and click the arrow to sort.

Have many tasks with the same activity but need to find the one with the highest priority and earliest completion date? Relax, we have that sorted for you. You can use the Search box on the Task page to find a specific task. Just type the keyword, and the tasks appear below.

Filters

To refine your search, click the filter icon [image] adjacent to the search box and select the various filter criteria available for you. After selecting the filter options, click the Apply button.

You can remove the filters anytime by clicking the Reset filter button.

We have added a few tasks and checklists for you to practice. You can clear the demo data and start afresh when you feel like a pro, already!

Tip

To get started, we recommend you to first add a checklist and then tasks for yourself. List out the things you want to do now, tomorrow or any other day. You can also learn from the pre-loaded tasks added for you.

Related Links

Tasks and Checklists FAQs

Learn more about the process by watching the video here.


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