This article will explain in details how the tasks module works. This module is additional, and may not be activated in your app at the moment.
Contact your CSM if you'd like to activate it.
TABLE OF CONTENTS
General overview
1. Library:
The library contains the tasks definitions, or "tasks creation rules", where you can decide where you can create the tasks:
Here, in this example, you see there are two "tasks creation rules". One for all employees "Order Laptop for new hire" (1), and one only for the filters NL and Sales, called "Inform Sales manager of new hire start" (2).
This means that the first task will be assigned to the chosen assignee whenever a new employee is added, while the second task will only be assigned to new employees with the filters "NL" and "Sales".
When adding a task in the library, you can decide to whom this task will be assigned (to the employee, a specific user, or the key contact assigned to an employee); and for which filters this task should be created (it can be only for a specific country, for example).
In the second example below, when opening the task by clicking on it, you can see the details:
1. The task will be due 7 days before the start date of the employee.
2. This task will be assigned to the Key contact "Manager",
3. for all employees with the filters Country: NL and Department: Sales.
The task will trigger 3 reminders to the task assignee until completion (at the task creation, i.e. at the creation of the employee in the app, then 7 days before due date, and finally if not completed, 1 day before due date).
You can set all these details yourself when creating a new task, another example:
In this example, the key contact type "Buddy" has been added to the app, and when creating a new employee, you can assigned them a specific user as "Buddy" contact. This Buddy contact, if assigned, will then get a task assigned at the creation of the new employee, asking them to order a new laptop for the new hire.
Tasks can be assigned to either:
-specific person (User),
-a Key contact type (which can be customized, and needs to be added to the profile of the employee at creation)
-or the employee themselves.
The "Assigned Tasks" section contains all actual tasks, assigned to users in the app:
1. You can filter the tasks based on their filters and see the task only for e.g. a specific country or department.
2. You can go through the tabs to see active/open tasks, completed tasks, and cancelled tasks.
3. Custom tasks are tasks that are created only as a "one-time" task for a specific person; and doesn't get created automatically through the tasks creation rules in the library. To create them, you click on the "Create" (5) on this same page.
This can be used if you want to assign a single task to a specific person.
4. In the task overview, you can click on the name of the task to get all the details and description, you see the person it's relating to and the person it's assigned to and the due date.
6. With these quick view icons you can :
- eye icon: you are able to see the main details of the task, from description, assignee to filters.
- Comment icon: all comments, from candidates to key contacts are visible
- Attachment icon: in case of attachments in the task, they will be visible here
By clicking the three dots menu the task can be cancel.
Email notifications
Email notifications and reminders are sent to task assignees until completion (at the task creation, i.e. at the creation of the employee in the app, then 7 days before due date, and finally if not completed, 1 day before due date).
The email reminder can be customized, and will always contain a link to the task assignee portal, where the task assignee can have an overview of their open tasks. To customize the email notification, please contact your CSM or Support, as this is not available to admins yet.
Here is an example of the default email received by a task assignee when a task gets assigned to them:
Clicking on this link, the person can login and see their task if they already have an account in the app (i.e. employees or admins) or can create an access to the task assignee portal if they are only key contacts and have no access to the app yet.
The task assignee platform looks as follows:
The link to access this task-platform is : https://www.company.apps.talmundo.com/adm/login/
Reporting:
The "Tasks" page in the reporting section of the app contains details on the tasks, the completion rate, and allows you to export a list of all tasks in the app, their assignees and their status.
You can find our FAQ with specific questions on the Tasks module here.