The Task Lists feature saves time by enabling bulk actions to groups of employees at specific times. Task lists can allow management of any type of task, are totally customizable and can be used either ad-hoc or as part of a flow.
Get the most out of Bob
Some great uses for Task Lists are:
- Automating all pre-onboarding, onboarding, and offboarding tasks based on start or termination date
- Reminding your people team and managers to celebrate an employee's birthday
- Managing all promotions and ensuring that internal mobility tasks are taken care of when employees grow in your organization
- Ensuring all necessary steps are taken care of when an employee leaves your company
Each task list can be set with the option for scheduling according to a particular anchor event such as start date, work anniversary, or a particular time off policy. The scheduling can also be applied to particular people based on set conditions.
Tip: There are some pre-built task list templates for your use to get started. Feel free to use them, configure them to your needs, or make your own.
How to set up a task list
Creating, editing, and managing task lists takes place in the Task Lists section in Settings.
Step 1: Details
- From the left menu, select Settings > Task Lists.
- Click + Add new to create a new task list.
Note: You can also click Manage on the task list you would like to edit or click on the three-dot menu and select Duplicate of a task list you would like to use as a basis for a new one (e.g. duplicating a master task list and specifying it to a team or site).
- In Details, fill in the task list's Name and Description.
- In Timing, enter the Time of day the tasks will be sent once triggered and the Time zone that will correspond with the time of day in which you wish the tasks will be sent once triggered.
- To include automatic scheduling (optional), enable Add scheduling.
- Select an Anchor event from the dropdown menu.
- Tasks can be set to occur before, on, or after the selected anchor event.
- The anchor event can be based on custom date fields in addition to out of the box fields, such as Start date. To use a custom date field as the anchor event, place the field outside of any category table.
- Select who the task list schedule Applies to in your organization.
Note: Tasks will be automatically triggered based on date changes for this group of employees, such as updates made to Probation end date or Work effective date.
- To switch to applying to All employees, click on the option.
Note: all employees includes employed employees by default
- To switch to basing this on conditions, click on Select by condition, then Edit.
- Click + Add condition and select whether you'd like to create conditions By Field or By Group, then select the desired values in each of the dropdown menus from left to right. Repeat and add as many conditions as you'd like, then click Apply.
- To edit a condition, click on the relevant dropdown menu and select the desired value, then click Apply.
- To remove a condition, hover over it, click the trash icon to the right of the condition, then click Apply.
- To switch to applying to specific employees, click on Select by name, then click Select and scroll or search to locate people, then click the checkbox to the left of the employee. Repeat as needed, then click Select.
- Click Next.
Automatically, the task list will be set as sent on behalf of the creator of the task list. To select a particular person from whom general and employee feedback tasks will be sent, click the Task list owner dropdown menu and scroll or search for the person in your org to select them.
Note: Calendar, email, and 1-on-1 tasks will be sent from the sender or organizer as selected in the particular task's settings as per the instructions below.
Step 2: Tasks
The Task List builder will guide you through adding and configuring various task types to your list.
- Click + New task.
- Select the task you wish to create:
- General Task is a basic to-do task type that can remind new joiners to collect their technical items from IT or set up their Bob profile, for example.
- Email Tasks help you automate sending of custom emails tied to a specific date or event, a particularly useful way of sending messages and reminders to stakeholders.
- Employee Feedback tasks allow you to automate feedback collection at all the right times, with triggers based on timing of employee lifecycle events using feedback forms that had been created.
- Calendar Event tasks are your way to automate scheduling of meetings between people in your org, slotting in time for important events.
1-on-1 Meeting tasks are your way to schedule specific 1-on-1 check-in meetings, typically between manager and their direct or indirect reports, aligned with critical lifecycle events to boost communication and retention.
Note: This feature is only available for customers using the Talent module.
Why can't I see task list variables as an option in Task Lists?
Task list variables may not be visible to some users, even if they have the permissions to manage Task Lists due to the potential of exposing sensitive employee data. For this reason, only the task list owner and admins who have the permissions to view the employee data can make changes to a task list that is configured to trigger automatically.
What happens to the dependencies if I delete a task?
If the original task is canceled, any task that is dependent on a deleted task will be canceled.
Why wasn't the calendar invite sent on behalf of the Task list owner?
The task organizer's email address cannot include a + in the email address. The invite will not arrive and there will be an error in the logs which the user cannot access. Ensure your email does not include the + symbol in the email address.