While processing applicants & new hires, users might ask teammates to take action inside comments, but these requests can be overlooked or forgotten about. Tasks convert those requests into actionable items with defined ownership, optional due dates, and automated reminders. This provides better visibility, accountability, and follow-through across the entire hiring process.
Creating Tasks
Tasks are created directly from comments.
Go to any comment section within an applicant file or new hire file (general or feature-specific).
Write a comment that includes at least one @mention.
Check the “Assign to…” box.
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Select an owner from the users you mentioned.
Only a single user can be an owner
@HiringTeam cannot be assigned to a task.
(Optional) Add a due date.
Submit the comment.
A task will be created and linked to the comment, and the user assigned the task will be notified.
*NOTE* Tasks are based off of the @mention feature. To ensure users receive their notification emails, they will need to have their @mention notifications turned on in their profile. Click here to learn how to do that.
Viewing and Completing Tasks
Navigate to the Tasks section in the left navigation of an applicant file.
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View all tasks associated with that applicant.
Tasks can be sorted and filtered in the Tasks view.
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To mark a task complete, check the box next to it.
Only the task owner can mark a task complete
Completed tasks display with strike-through styling.
Reassigning Tasks
Tasks can be reassigned when ownership needs to change. Only Task owners and system admins can reassign tasks.
Click the ellipses menu on the task row.
Select Reassign.
Choose a new owner in the modal.
Save your changes.
A success message confirms the update.
Task Reminders
Admins can configure automatic reminders for overdue tasks.
Go to Admin > System Settings > Workflow Helpers.
Open the User Reminders tab.
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Set whether reminders are enabled (Yes/No).
By default this is set to "Yes"
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Choose:
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How often reminders repeat
By default this is set to "2" days
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How many reminders are sent
By default this is set to "5" maximum occurrences
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Save your settings.
When enabled, the system will email task owners if a task becomes overdue. Reminders continue according to the settings until the task is completed or the maximum number of reminders has been sent. Task reminders will still send even if the applicant has been hired or rejected.
This is an example of what an overdue task reminder looks like (the text in brackets is replaced with the appropriate information):