This article will guide you through the task functionalities in Emply. The article will cover everything from the various components that can impact a task to how the logic adapts depending on the module you are working in. Finally, the article will describe the task page and how role management can influence functionality and appearance.
Tasks in Emply are a unique functionality that can help you notify your colleagues/employees about something they need to be aware of or a specific action that needs to be taken.
Tasks can be found in all modules with a designated 'Responsible' person who receives reminders and is responsible for completing the task. These tasks can be recurring, taking place daily, weekly, monthly, or at customized intervals. Additionally, reminders can be set for the responsible person, such as 30 minutes before the task deadline or the day before.
For a task to be valid, it must contain at least a Title and a designated Responsible. It's advisable to specify a Due Date and provide a task Description. If the task is about another employee or person, the relevant person can be selected in the Regarding field.
The functionality of tasks is versatile, proving beneficial in various scenarios. In Emply, tasks find applicability in the following modules:
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Recruitment
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Onboarding
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Employee
In this section, tasks act as a tool to ensure a seamless recruitment process by notifying team members when tasks related to a hiring process need attention. Team members in the recruitment department can utilize tasks to ensure everyone is informed about the necessary actions throughout the recruitment process.For detailed instructions on creating and assigning tasks to candidates within the recruitment module, follow this guide: Assign a task regarding a candidate.
Within this module, there is an option to assign a task triggered by a specific action within an onboarding process, and you can also introduce a delay in sending the task. For instance, you can create a task notifying a manager to invite the candidate to a follow-up meeting after the candidate has filled a feedback form. For step-by-step instructions on creating and assigning tasks to individuals in the onboarding module, follow this guide: Assign a task regarding an onboarding profile.
Within this module, you have the option to delegate tasks to your employees and/or colleagues or yourself. This functionality can serve the purpose of notifying yourself about crucial activities or reminding others of specific tasks.For detailed instructions on creating and assigning tasks to individuals within the employee module, follow this guide: Assign a task regarding an employee.
The tasks overview can be accessed from the main menu by clicking on .
From here, you get an overview of all tasks. In the overview, you can see all your tasks and filter tasks as completed, not completed, delegated, or all. Initially, you will only see tasks delegated to you or tasks you are responsible for. If you are logged in as an admin role, you will see all tasks across the organization.
Important
Access may vary and can be customized here: Role Access
If logged in as an admin, you will also have access to the All tab and be able to see all tasks assigned across the organization, except for the ones marked as private.
On the task page, you can easily open different tasks, make corrections, write comments, or simply mark them as completed. Additionally, you can create a new task by clicking as shown below:
The view on the task page may vary based on your role. By default, you have visibility into tasks delegated to you or those for which you are responsible. Admin users, on the other hand, can view ALL tasks throughout the entire organization. Access management operates at the module level, allowing you to adjust access settings for Recruitment, Onboarding, and Employees separately. Access controls can be modified by
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From the main menu, go to ++.
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Select the role you want to modify access for.
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On the Functionality tab, expand the module name (e.g. Employees).
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Expand
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Set the access as relevant.
Here's an overview of what you can see in the quick filters based on your access:
Non-admin role
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ALL shows tasks assigned to you or tasks you have assigned to others.
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UNSOLVED show tasks allocated to the currently logged-in user that have not been solved.
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DELEGATED shows tasks assigned to individuals other than the logged-in user.
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SOLVED shows tasks solved by the logged-in user.
Admin role
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ALL shows ALL tasks across the organization.
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UNSOLVED show tasks allocated to the currently logged-in user that have not been solved.
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DELEGATED shows tasks assigned to individuals other than the logged-in user.
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SOLVED shows tasks solved by the logged-in user.
In addition to creating and assigning tasks as described earlier, tasks are also automatically generated in unique cases in Emply. Tasks are automatically created in the following scenarios:
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When the user receives a form invitation as part of an action in an onboarding flow.
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When assigned a task in connection with a user-defined automation.
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When the user is responsible for an approval
The reason the above examples automatically generate a task is to ensure the action will be carried out. Therefore, it is not possible for a user to manually mark the task as Solved since the task can only be solved by performing the specific action described. This also means the system automatically marks the task as completed when the task is solved.