Permissions: Owners, Coordinators, and users with custom access to see and edit tasks assigned to current employees

Product tier: Available for Greenhouse Welcome and Greenhouse Onboarding subscription tiers

Tasks are actions assigned to new hires or select members of your organization as part of a new hire's onboarding plan.

Owners, coordinators, and users with custom access to see and edit tasks can reassign existing tasks at any time. In this article, we'll cover how to reassign tasks to a new assignee.

Reassign a task in the task report

Owners, Coordinators, and users with custom access can reassign tasks within the task report.

Note: Users with custom access will see only the employee tasks that they have permission to view and edit. Learn more.

Navigate to Reports from your homepage's navigation bar.

On the Reports page, select View task report to open the task report.

Tasks report listed and highlighted on the reports page

Click the task you'd like to reassign to open the Task detail window. 

Note: You can filter or search your task report to quickly find the task you'd like to reassign. Learn more.

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In the Task detail window, click Edit Task.

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In the Edit task window, scroll to the Assigned To field. Use the dropdown menu to reassign this task to an employee custom field (Manager, Mentor, or Onboarding Coordinator) or to a specific employee.

Note: If you reassign a task to an employee custom field and this role is not populated on the new hire's profile, no user will be notified or assigned to the task.

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Click Save edits. The new assignee for this role will be notified by email about their new task.

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Reassign a task in an employee's profile

You can also reassign tasks within an employee's profile in Greenhouse Onboarding.

Note: Users with custom access can reassign tasks for any employees they have permission to view and edit. Learn more.

From your Greenhouse Onboarding homepage, use the Search bar to find and open the new hire or employee profile with a task you'd like to reassign.

On the employee's profile page, click the Tasks tab.

Employee-profile-page-in-Greenhouse-Onboarding-with-Tasks-tab-highlighted.png

Click the task you'd like to reassign to open the Task detail window.

Employee-profile-page-with-the-Tasks-tab-open-and-task-to-reassign-highlighted.png

In the Task detail window, click Edit Task.

Task-detail-window-with-Edit-task-button-highlighted.png

In the Edit task window, scroll to the Assigned To field. Use the dropdown menu to reassign this task to an employee custom field (Manager, Mentor, or Onboarding Coordinator) or to a specific employee.

Note: If you reassign a task to an employee custom field and this role is not populated on the new hire's profile, no user will be notified or assigned to the task.

Edit-task-window-with-the-Assigned-to-dropdown-menu-expanded-and-highlighted.png

Click Save edits. The new assignee for this role will be notified by email about their new task.

Edit-task-window-with-Assigned-to-field-filled-out-and-Save-edits-button-highlighted.png

Reassign tasks by updating employee custom fields

When you create a new hire's onboarding plan or add a task to an existing new hire's profile, you can assign tasks related to this new hire to an employee custom field such as Manager, Onboarding Coordinator, or Mentor. This automatically assigns the task to the Greenhouse Onboarding user listed as the new hire's Manager, Onboarding Coordinator, or Mentor.

Updating the employee custom field on a new hire's profile will automatically reassign any tasks from the user listed originally to the updated user.

Note: Updating the employee custom field only reassigns tasks that were assigned using the employee custom field. Tasks assigned directly to specific employees will not be reassigned.

Example: Your organization has assigned an existing employee, Jesse Cash, to be a new hire's Manager using the applicable employee custom field. Any tasks in this new hire's onboarding plan assigned to the Manager custom field will be assigned to Jesse Cash (Manager). The parenthetical (Manager) indicates tasks have been assigned through the Manager custom field, rather than assigned directly to Jesse as a user.

If the Manager custom field for this new hire is later assigned to another employee, Andrew Dunlap, any tasks assigned via the Manager field will be reassigned to Andrew. Andrew will also be notified of his newly assigned tasks by email.

Any tasks already completed by the original custom field assignee will appear as completed in the updated assignee's Tasks view. Reassigned tasks will no longer be viewable by the original assignee.

The Task detail page will indicate when the original assignee completed the task.

Note: If an employee custom field is left blank on a new hire's profile, tasks assigned with that custom field will be unassigned. Adding a user to the employee custom field at a later date will assign all applicable tasks to that user automatically. This can help automate your team's workflow in cases where you assign a Manager, Onboarding Coordinator, or Mentor to a new hire after their onboarding plan is created.