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Create tasks and checklists

Updated in June-2023

As an HR and Payroll company, we understand the chaos an HR and Payroll admin goes through. The HR & Finance departments undertake recurring activities, coordinate between multiple stakeholders, follow-ups, 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 the Tasks and Checklist module. The Tasks and Checklists module is a simple and efficient tool to identify, streamline and automate various organizational processes.

Benefits of having greytHR Tasks & Checklists:

The tasks and checklist module includes:

The Tasks page in the greytHR Admin portal helps you to view the number of tasks open and completed. You can view details such as Tasks, Checklist, Assignee, Priority, and Due On date related to all the tasks. You can also group, sort, create, and search for the tasks. The tasks are categorized under two tabs:Β 

  1. OpenΒ 

  2. CompletedΒ 

To view the Tasks page, click Home > Tasks.

Within an organization, you can collaborate on tasks to accomplish an activity individually or along with your colleagues. You can perform the following actions on the Tasks page:

  1. Create a checklist.

  2. Create a task template.

  3. Create a task template from the templates gallery.

  4. Add a new task.

Create a checklist

To create a checklist, perform the following actions:

  1. On the Tasks page, click Configure Checklist. The Checklist Dashboard page opens. You can also navigate to the System Settings > Checklist > Checklist Dashboard.

  2. Click Create Checklist button. The Create Checklist pop-up appears.Β 

  3. In the Checklist Name text box, enter the name of a checklist.

  4. From the Priority dropdown list, select the priority of the checklist.

  5. In the Description box, enter the description of a checklist.

  6. From the Map To Event Category dropdown list, select an option to map the event. This is a mandatory field.Β 

  7. From the Select Event dropdown list, select an event.
    Note: An event is a systematic arrival of a significant activity at a point in time. A checklist and an event are interdependent. Events in the greytHR are categorized under Core HR and Payroll. Activities like adding an employee, an 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 dropdown list, select an owner of the checklist. This is a mandatory field.Β 

  9. From the User dropdown list, select a user. This is a mandatory field.Β 

  10. Click Save to create the checklist.

Create a task template

Task templates are a list of to-dos before the event takes place. To create a task template, perform the following actions:

  1. On the Tasks page, click Configure Checklist. The Checklist Dashboard page opens. You can also navigate to theΒ  System Settings > Checklist > Checklist Dashboard.

  2. Select the checklist and click Task Templates for card. The card expands.
    Note: You can also search for the checklist from the Search box.

  3. Click Add new task template. The Add Task Template pop-up appears.
    Note: You can also add a task template from the templates gallery.

  4. In the Task Template Name text box, enter the template name.

  5. From the Priority dropdown list, select the priority of the task.

  6. In the Description text box, enter the description of the task.

  7. In the Complete by text box, enter the number of days in which you want the task to be completed.

  8. From the Owner dropdown list, select an owner of the task. This field is mandatory.

  9. Under the Add a form option, click Add to add a form. The Form Builder pop-up appears. Adding a form will help you to let the owner know what information is required to complete the task.

  10. In the Form Title text box, enter the name of the form as per your requirementsβ€”for example, Bank information.

  11. From the Field column, drag and drop the fields you require to the right side of the form. For example, drag-drop the Text Field. The Text Field Component pop-up appears and displays Display and Validation tabs.

  12. Click Save to add the form component to your form.

  13. Click Save after adding all the required components in the Form Builder.

  14. Click Save to create the task under the selected checklist.

Create a task template from the templates gallery

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

  1. On the Tasks page, click Configure Checklist. The Checklist Dashboard page opens. You can also navigate to theΒ  System Settings > Checklist > Checklist Dashboard.

  2. Select the checklist and click Task Templates for card. The card expands.
    Note: You can also search for the checklist from the Search box.

  3. Select Task Template from Gallery. The Add Task Form Template Gallery pop-up appears.

  4. Select the required Task Template from the list.

  5. Click Add. The Task Owner Configuration pop-up appears.

  6. Click Okay to add the task template to the checklist.
    Note: You can add new groups by navigating to Settings > System Settings > Checklist > Template Gallery. Once 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 displays on the Checklists page.

Note: You can refine your search by clicking the Filter icon adjacent to the search box and then selecting the filter criteria relevant to you.

Add a new task

To add a new task, perform the following actions:

  1. On the Tasks page, click, click +Add New Task. The Add Task window appears.

  2. In the Task Name text box, specify the name.

  3. Click Add Assignee to select the employee to whom you want to allocate the task.

  4. From the Checklist dropdown list, select the required checklist.

  5. In the Priority, select Low/Medium/High as per your requirements.

  6. From the Due Date dropdown calendar, select the date.

  7. In the Tags text box, enter the tag name.

  8. In the Followers, click + Add Followers to add colleagues who can watch over the activities of the task.

  9. In the Description box, enter the task description.

  10. Click Attach icon to attach the document related to a task.

  11. Click Save Changes to add a new task.

Note: You can use the Search box to find a specific task, and you can refine your search by clicking the Filter icon adjacent to the search box and selecting the various filter criteria available for you. You can remove the filters anytime by clicking the Reset filter button.

Once a task is completed, you can mark it as completed. 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.

Learn to process onboarding with tasks and checklist from the following video:

Learn to process offboarding with tasks and checklist from the following video:

Other related links:

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