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.
- Automating eSign requests for forms related to leave, salary changes, and legal and finance documentation.
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.
The time zone is the task assignee’s time zone so be sure to check the time it will be sent if the task list sender and assignee are in different time zones.
For example, if you set the Time to 16:00 (GMT +2) Israel Standard Time, but the task list assignees include employees in New York, they will receive the task list at 09:00 (GMT -5) Eastern Standard Time.
- To include automatic scheduling (optional), enable Add scheduling.
- Select an Anchor event from the dropdown menu to trigger the tasks before, on, or after the selected anchor event.
Tip: 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.
- All employees: includes employed employees by default.
- Select by condition
Select by name
- If you Select by condition, click Edit. Select the desired values in each of the dropdown menus from left to right. Click + Add condition to add more, then select whether you'd like to create conditions By Field or By Group. Repeat and add as many conditions as you'd like, then click Apply.
Tip: For onboarding-related task lists, select the conditions Hired and Employed.
- If you Select by name, 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.
- In the Send on behalf section, select the task list owner in the dropdown menu.
Note: The task list will be sent on behalf of the creator of the task list unless changed in the dropdown menu.
- 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.
Note: This feature is only available for customers using the Talent module.
- 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 managers 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.
- eSign Request tasks allow you to automate tasks for filling out forms, documents, and requesting signatures.
Note: For Talent and eSign-related tasks, ensure the task list owner has permission to request related actions from employees. To learn more, see Create a custom permission group.
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.
How do I edit a condition? How do I delete a condition?
To edit a condition, from the relevant dropdown menu, 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.
Why was my auto-scheduled onboarding task list not triggered on the anchor date I set?
In most cases, the section in Applies to is missing the condition Lifecycle equals Hired, or the new hire didn’t meet the onboarding task list conditions set in the auto-scheduler. As a result, the task list was triggered before the Start date anchor date and will be triggered again on the Start date. Onboarding task list triggering set as before Start date will only occur if the task list is linked to the new hire flow. To learn more, see Set up a New Hire flow.
When will a task list be triggered if I enter the date within the anchor date period?
If a task list is set up with an anchor date of X days before and the anchor date was set within the period of those X days of the anchor date, the task list will be triggered on the day you enter the date. E.g., if you set up your onboarding task list to be triggered 30 days before the anchor date of start date, and the start date was entered 14 days before the start date, the task list will be triggered 14 days before the start date.