How to create a checklist?

Checklists are one of the core features of HR Cloud that allow users to automatically assign tasks to employees based on the specified conditions. Please follow the steps below to successfully create your checklists.

 

  1. To access your checklists, click on the checklist icon on the sidebar.
  2. To create a new checklist, click on the ‘+’ icon on the top of the grid.
  3. Choose New Checklists.

Below is a short video showing the listed steps:

 

Now, there are three important steps in creating your checklists:

  1. Setting a schedule
  2. Adding Tasks
  3. Creating assignment rules
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Setting a schedule

A schedule determines the action that will trigger the checklist. There are various possibilities:

  1. Triggers based on employment status changes (prehired employee, hired employee, rehired or terminated employee)
  2. Job detail updates ( change of manager, position, department, location, division, salary, employment type)
  3. On a fixed date
  4. No trigger event - this can serve you for creating a set of tasks that you will assign manually once the time comes.

In this step, you can also customize the recurring frequency of the checklist if necessary.

recurring

Adding Tasks

There are different types of tasks to choose from to better customize your flow.

After you have chosen your tasks you can customize the list by moving or deleting them and then saving your changes.

These functions are shown in the flowing video:

 
Creating assignment rules

These rules are used to further limit the task assignment.

You can choose to assign tasks to all employees or to customize by choosing any of the following parameters:

  • Department
  • Division
  • Employment Type
  • Location
  • Pay Rate
  • Position
  • Additionally, any information that you decide to store on the employee's profile can serve as an assignment criterion for a specific checklist. 
rules

For example, if you set your checklist schedule to be triggered when an Employee is hired and if you choose the Position parameter to be Translator, it would mean that the checklist will be activated for all hired translators.

Please note that this list of parameters can be extended if required. Contact us at support@hrcloud.com for more details on adding new parameters to this list.


Summary

Your checklist settings will appear on the right side of the Checklist builder view so you can easily review if everything is set up properly.

summary

 

Finally, all that you need to do is to:

  • Name your checklist in the upper left corner.
  • Add a Description.
  • Choose checklist Administrators. Those specified as administrators will be able to edit the checklist. Please note that HR admins will, by default, have edit permissions for all the checklists in the system.
  • Under Advanced you can set Checklist priority which organizes your checklist list by priority.
  • Set a date in the Access and Visibility step that has to be specified with respect to the start date of the employment. Once the Access and Visibility function is set up, the tasks will not be visible to the employee until the specified date. This option is not required and can only serve you if you plan to add employees in the system prior to their start date but do not want them to see those tasks until a specific date.

Once the checklist is built you can activate or deactivate it, edit, duplicate, or delete it all from one place: