Tasks overview

Tasks are individual actions assigned to new hires or select employees in your organization during the onboarding process. 

You can assign tasks to all future onboarding new hires (who match the relevant criteria) or individually assign tasks to a single new hire.

Add a new task to your organization's onboarding plan

Owners, Coordinators, and users with custom task access can create onboarding tasks in Settings that will be assigned to all new hires organization-wide.

To get started, click Settings from the navigation bar. 

Navigate to Onboarding Plan > Tasks in the left panel, then click Add Task.

The Add task window is broken into three sections: Task details, Assignment and due date, and Onboarding plan criteria. Use these sections to define who the task is for, when it should be assigned and completed, and which new hires it should apply to.

Task details

• Task name: Enter a name for the task. This will be visible to the assignee and to anyone with permission to view or configure tasks.
• Category: Choose one of Greenhouse Onboarding’s four categories: Build Relationships, Job Training, Know the Company, or Logistics. Every task must belong to one of these.
• Details and notes: Add optional instructions or context to help the assignee understand what to do.
• Attachment: Upload any file or document needed to complete the task. Click Select file to add an attachment.
• Require attachment: Check this box if the assignee must upload a document to mark the task complete.

Assignment and due date

Who is responsible for this task?: Choose the person who should complete the task.

When is this task due?: Choose when the task must be completed. You can set the due date to:

• On start date
• Before start date
• After start date
• No due date

If you choose an before or after start date (e.g., “2 days before start date”), additional fields will appear to configure the offset or select the dependent task.

When should this task be assigned?: Select when the task should be assigned and the assignee notified. You can assign a task:

• Immediately
• Before due date
• After another task is completed

Depending on your selection, additional fields may appear to:

• Set a number of days before the due date
• Choose an existing task that will assign after this one is completed

Onboarding plan criteria

Use these fields to define which new hires should receive this task. New hires who don’t meet the criteria won’t be assigned the task. Criteria options may include department, location, employment status, and more.

When you're finished, click Add task.

Create a task for an individual new hire

Owners, Coordinators, managers with access to edit employee tasks, and users with custom task access can create new tasks for individual employees.

To add a new task to an individual's onboarding plan, use the Search bar to open this new hire's employee profile.

From the new hire's profile, select the Tasks tab.

Click Create a New Task.

This Add task window is broken into two sections: Task details and Assignment and due date. Use these sections to define who the task is for and when it should be assigned and completed.

Task details

• Task name: Enter a name for the task. This will be visible to the assignee and to anyone with permission to view or configure tasks.
• Category: Choose one of Greenhouse Onboarding’s four categories: Build Relationships, Job Training, Know the Company, or Logistics. Every task must belong to one of these.
• Details and notes: Add optional instructions or context to help the assignee understand what to do.
• Attachment: Upload any file or document needed to complete the task. Click Select file to add an attachment.
• Require attachment: Check this box if the assignee must upload a document to mark the task complete.

Assignment and due date

Who is responsible for this task?: Choose the person who should complete the task.

When is this task due?: Choose when the task must be completed. You can set the due date to:

• On start date
• Before start date
• After start date
• No due date

If you choose an before or after start date (e.g., “2 days before start date”), additional fields will appear to configure the offset or select the dependent task.

When should this task be assigned?: Select when the task should be assigned and the assignee notified. You can assign a task:

• Immediately
• Before due date
• After another task is completed

Depending on your selection, additional fields may appear to:

• Set a number of days before the due date
• Choose an existing task that will assign after this one is completed

You can use the following fields to provide more information about this task or set any criteria to match this task to specific new hires:

When you're finished, click Add task.

Edit a task

Edit an organization-wide task

Users with the correct permissions can edit organization-wide onboarding tasks at any time.

Click Settings from the navigation bar. 

Navigate to Onboarding Plan > Tasks, then click an existing task from the Tasks page. 

Edit this organization-wide task's details in the Edit task window.

Click Save changes when you're done. 

Edit an individual employee's task

Users with the correct permissions can edit an individual employee's task from their employee profile.

To get started, use the Search bar on your homepage to search for a new hire and open their employee profile.

From the employee's profile, navigate to the Tasks tab, then select an existing task.

Click Edit Task in the Task detail window to begin editing the task.

The Edit task window will open, allowing you to edit this employee's task. When you're done, click Save changes.

Delete a task

To delete a task, click Delete task from the Edit task window. Click Delete again to confirm this is the task you want to delete.

Additional resources

• Task report
• Reassign a task
• Manage plan tasks in bulk
• Manage your assigned onboarding tasks
• Mark task as complete
• Assign custom access to see and edit tasks
• Set manager access to view or edit tasks