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Actioning tasks in my to do list

Declan Manning
Updated

Available for the following plans: Employment Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: Employee, Manager, Admin   

The To Do List feature helps you organize 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 recognize, 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 Premium and Platinum subscriptions can add, edit, or delete comments on a task.

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 To do list (+).
  3. Click the Create Task button.

  4. Complete the following fields:

    • Name.
    • Owner.

    Important

    The task owner is the user required to complete the task. 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 team as the owner of a task, the platform will assign each member of the team their own individual task. The platform does not allow you to set a task as a collaborative endeavour or owned by a team.

    • Description.
    • Assigned date.

    Important

    The HR 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.

  5. Click the Subtask button and list any additional subtasks.
  6. Click the Create button.
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.
  4. Click the Action button.
  5. Click the Edit button.
  6. Make the required changes and click the Save button.
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.
  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.
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.
  4. Click the Action button.
  5. Click the Delete button.
  6. Click the Delete button.

Daily Activity

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

  2. Go to 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, time off 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 information section 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.

  6. Click the task you want to view the details of.

    Helpful Hint

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

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.
  4. Click the Download CSV button.

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.
  4. Click the Action button.
  5. Click the View button.
  6. Click the Completed tick box.
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.
  4. Click the Action button.
  5. Click the View button.
  6. Click the Completed tick box.

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.
  4. Click the Action button.
  5. Click the View button.
  6. In the comment box, type your comment in and click the button.
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.
  4. Click the Action button.
  5. Click the View button.
  6. Click the button.
  7. Click the Edit button.
  8. Make the required changes and click the Save button.
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.
  5. Click the Action button.
  6. Click the View button.
  7. Click the button.
  8. Click the Delete button.
  9. Click the Delete button.

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 time off 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.
Worksafe authority.
  • Review a safety incident.
Task type definitions
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 team 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 team member in their reporting line.

Explore related content

  • Goals This feature shows you how you can use the Objective, Key Results (OKR) framework to help align and connect all your employees to your company goals.
  • Company Values This feature allows you to view the details of each of your organization's chosen company values, enabling you to see what your leadership team feels embodies the vision and purpose of your business.
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