In this article:
Setting up Checklist Templates
About
Checklists allow you to automate processes by identifying and assigning activities to users within Appogee HR. This can be used for a variety of processes, for example:
- Onboarding employees
- Conducting exit interviews
- Managing a desk move
- Identifying employee learning needs
This article will take you through the process of setting up Checklists templates.
For more information on how to utilise your Checklists, including automation take a look at the following article: Using Checklists.
Setting up Checklist Templates
Process automation is set up using Checklist Templates. Within the template, you'd determine the steps of the process (Checklist Items) and the user or role identified to complete the item (Auto Assign).
Checklist templates can also be split into Sections to ease usage. For example:
- Onboarding Checklist for a new starter could be split into sections for Day 1, Week 1, Month 1, First 3 months
- Offboarding Checklist could be split into sections per role involved in the process
Go to Checklists > Checklist Templates.
This will show you a list of preconfigured Checklist Templates.
You can either edit the ones we have provided for you or create a new one.
To create a new Checklist Template, click Create Template.
Give your Checklist a name, and optionally provide a description. By default Checklists will be created as Active, but you can change it to Inactive if you prefer. If you enable the checkbox at the bottom of this page, it will give Managers the opportunity to assign the template to employees.
The Default Items tab is where you plan out the steps within your Checklist including what the item is and who it is assigned to.
There is also an option to "Allow items to be overridden during assignment" - if you enable this, the items can be made editable at the point of assigning the Checklist. So you could customise the steps on an individual basis, or leave this toggle off to ensure the Checklist items are read-only.
Add your items sequentially to your Checklist - fill in the text field and then click Add Item. If you decide to add a section, you'll see the section names are editable.
Next to each Checklist Item you can define the Auto Assign:
- Unassigned - anyone who has access to the Checklist can complete this item
- Current User - person assigning and creating the Checklist
- Target Employee - Employee the Checklist is about
- Target Employee Manager - Employee's Manager
- Target Employee HR Manager - Employee's HR Manager
- Specific User - choose any user in the Appogee HR system
Once you are happy with your Default Items, move to the Auto Assign tab. From here you can either set the Checklist to trigger based on offboarding or onboarding triggers, or HR Notifications.
There are a variety of onboarding and offboarding triggers - make sure you read these through to understand which one you would like to choose.
The final tab, Default Notifications allows you to set up notifications based on:
- Assignment of this Checklist
- Completion of this Checklist
- Due Date of this Checklist
- Relative to the Due Date of the Checklist
Setting these notifications can aid with concurrent processes or processes that happen after a Checklist has been completed.
When you are happy with the configuration on all of the tabs, click Save, this will create your Checklist template.