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Managing tasks in my to do list

Updated

Available for the following plans: Lite, Plus, Unlimited HR, Engage, Elite, Unlimited HR+Payroll
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: Employee

The To Do List feature helps you organise your tasks into a structured list, allowing you to track completed and outstanding tasks. Within this feature, you can comment on tasks, reassign them, download details, and more. Depending on your role, you might need to recognise, approve, review, or complete specific tasks. To see what tasks ‌are visible in your To-Do List widget, please refer to the What tasks will I see in my To-Do List widget section of this article. Note that only clients with HR Classic Premium and Platinum subscriptions can add, edit, or delete comments on a task.

Helpful Hint

Task notifications are sent to the company email by default, with personal email as a fallback when no company email is provided. This applies to tasks created in the To-Do List.

Warning

Timesheet tasks when actioned from the to-do list will be cleared immediately. If you action timesheet tasks from other sources, such as Employment Hero Work, there will be a delay between when the task was completed and when it will be cleared from your to-do list.

Managing Tasks

Create a task
  1. Click the   Dashboard menu.
  2. Click the Create Task button.
    addtask01.jpg

  3. Complete the following fields:

    • Name.
    • Owner.

    Important

    The task owner is the user required to complete the task. By selecting a user; who is not yourself means that you are assigning the task to another user. However, the platform will still list you as the person who created the task.

    Warning

    If you have selected a group as the owner of a task, the platform will assign each member of the group their own individual task. The platform does not allow you to set a task as a collaborative endeavour or owned by a group.

    • Description.
    • Assigned date.

    Important

    The HR classic platform uses the assigned date to determine when to notify the task owner about their upcoming tasks.

    • Due date.
    • Collaborators

    Important

    You can only add a collaborator if you are on our premium or platinum pricing plan.

  4. Click the   Subtask button and list any additional subtasks.
    addtask02.jpg
  5. Click the Create button.
    addtask03.jpg
Edit a task

Important

You can only edit a pending task.

  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   Edit button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task 
  6. Make the required changes and click the Save button.
    screenshot of edit task options. when you have completed editing the variour fields the blue save and cancel buttons are at the bottom of the screen. 
Re-assign a task

Warning

The creator of a task can re-assign the existing task to another employee. While an Admin or Owner can re-assign the task regardless of if they were the creator of the task or not.

  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   Edit button.
  6. In the Owner field select the employee being re-assigned the task.
  7. Click the Save button.
    Owner.jpg
Delete a task
  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   Delete button.
    screenshot of the tasks page. a red highlight box shows the location of the view edit or delete menu that appears for any task list item when you click the action button for it. delete is highlighted in red 
  6. Click the Delete button.
    the popup that appears when you select to delete a task says: are you sure you want to delete this task? this task will no longer be required to be completed. 

Daily Activity

View a task in your To Do List
  1. Click the   Dashboard menu.

  2. Go to the To Do List widget.
    screenshot of the to-do list widget

    Helpful Hint

    Here, you will see a list of the tasks you have to complete, acknowledge, or review. They will include policies, certifications, induction content, safety incidents, HR documents, tasks, expense claims, leave requests, recognitions, performance reviews, timesheets, and superfund lifecycle offboarding.

    To learn more about this, please go to the What tasks will I see in my To-Do List widget on my dashboard? in the Further informationsection of this article.

  3. To filter your tasks, click the Filter bar.
  4. Click the Features field, then choose the tasks you want to see.
  5. Click the Apply button.
    screenshot of the to do list, highlighting the filter, features, and apply buttons

  6. Click the task you want to view the details of.
    screenshot of the to-do list widget, highlighting a task

    Helpful Hint

    A popup will appear, containing the details of the task.

    screenshot of the task details

Download tasks as a CSV

Important

This feature is only available to Admin users.

  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Download CSV button. Screenshot_2023-04-18_112107.jpg

Completing your tasks

Mark a subtask as complete

Important

As the user who created the task, you can mark it as complete on the owner's behalf.

  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task 
  6. Click the Completed tick box.
    screenshot of view task. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. there are checkboxes next to the subtasks to denote when they have been completed 
Mark a task as complete

Important

As the user who created the task, you can mark it as complete on the owner's behalf.

  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task 
  6. Click the Completed tick box.
    screenshot of edit task options. The fields are name, owner, description, assigned date, due date, collaborators and subtasks. there is a box at the top of the page for checking when the task has been completed 

Commenting on tasks

Add a comment
  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   View button.
    screenshot of the tasks page showing the location of the action button to the right of the task name. it gives the options to view edit or delete the task 
  6. In the comment box, type your comment in and click the   button.
    Screenshot of the task details. write your comment in the activity section at the bottom of the screen and then press the blue paper aeroplane send icon. 
Edit a comment
  1. Click the   Dashboard menu.
  2. Click the Three Dots button in your To-Do List block
  3. Click the View All Tasks button.
    Tasks 1.jpg 
  4. Click the Action   button.
  5. Click the   View button.
  6. Click the   button.
  7. Click the   Edit button.
    screenshot of the details of your task. at the bottom are the comments for the task. to the right are three dots, click on these for an edit or delete menu 
  8. Make the required changes and click the Save button.
    screenshot of the details of your task. the comment has been edited and there are cancel or save buttons to choose from when you have finished editing at the bottom of the page 
Delete a comment
  1. Click the   Dashboard menu.
  2. Click the View All button in the Task block on your dashboard.
  3. Click the Three Dots button in your To-Do List block
  4. Click the View All Tasks button.
    Tasks 1.jpg 
  5. Click the Action   button.
  6. Click the   View button.
  7. Click the   button.
  8. Click the   Delete button.
    screenshot of the details of your task. at the bottom are the comments for the task. to the right are three dots, click on these for an edit or delete menu 
  9. Click the Delete button.
    screenshot of the pop up that appears asking if you are sure you want to delete this comment. once this comment is deleted it cannot be undone. 

Further information

Can I assign ‌tasks to an external Inbox?

Yes, you can assign tasks to an external Inbox. We now allow you to add an external email address to an assigned task. For example, onboarding, offboarding, or tasks will trigger an email when you assign a task to the nominated Inbox. 

What tasks will I see in the To-Do List widget?

The tasks you will see in your To Do List on your dashboard will depend on your role and the document or action involved.

All roles.
  • All tasks assigned to a user.
Approver.
  • Approve or decline a recognition.
  • Review a certification.
Employee.
  • Complete onboarding.
  • Update a certification.
  • Acknowledge a mandatory policy.
  • View a non-mandatory policy.
  • Acknowledge a mandatory induction content.
  • View a non-mandatory induction content.
  • Complete a review.
Manager.
  • Approve or decline leave requests.
  • Approve or decline timesheets.
  • Approve or decline expense claims.
  • Complete a review.
Recipient.
  • Sign a HR document that requires a signature.
  • View a HR document that does not require a signature.
Sending signatory.
  • Sign a HR document.
Health and safety contact.
  • Review a safety incident.
Task type definitions

The table below defines each task type shown in the to do list and which tasks it displays.

My Tasks My Tasks will show all tasks that have been assigned to you. 
Tasks I Created Tasks I Created will show all tasks that you created, even if they're assigned to another group member.
Other Tasks Other Tasks will be shown to Admins, Owners and Managers. Admins/Owners will see all tasks company-wide. Managers will only see tasks assigned to a group member in their reporting line.

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