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Within Appogee HR it's possible to set up different Checklists to ensure you're always following the same HR processes in your business.
- 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 and how you can automate your processes with Notification triggers.
Setting up Checklist Templates
You can set up Checklists with default items so that your processes are completed by everyone following the same steps.
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.
On the Default Items tab, list out each step of your Checklist by typing it then clicking the green plus button.
On the Auto Assign tab, you can choose whether your Checklist template is automatically assigned as part of Onboarding or Offboarding. This means that the Checklist will be triggered either:
- When employee status is set to Joining - if the employee has been added prior to their start date
- When employee status is set to Active - if the employee is added with their start date in the past, or if they move from joining to active
- When employee status is set to Former - if the employee's end date has occurred
Alternatively, Checklists can be triggered from HR Notifications, which are configured from the Process Config page. More info about triggering Checklist from Notifications can be found later in this article.
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.
Checklists can either be automatically triggered using the Onboarding/Offboarding triggers configured above or from HR Notifications.
Alternatively for one offs, Checklists can be triggered manually.
Assigning Checklists using Onboarding/Offboarding Triggers
You can set up Checklists to automatically assign based on employees joining the organisation or leaving.
Go to Checklists > Checklists Templates and open a Checklist.
Go to the Auto Assign tab and choose from the options.
Assigning Checklists from HR Notifications
You can set up Checklists to automatically assign based on HR Notifications. HR Notifications can be set up based on changes to employee profiles or relative to dates occuring.
For example, assigning the Appraisal Checklist 2 weeks before the Employee's next Performance Review date.
Go to Process Config > HR Notifications.
Choose whether the notification is based on a Field Change or Relative Date.
Click New Notification.
Select the Category and Field associated with this Notification and when it should be triggered.
Configure the Notification Details and click Next.
Click to auto assign a Checklist, select the Checklist Template, who to assign it to and the due date.
Click Create Notification. When the Notification is triggered, the Checklist will be assigned to the correct person.
Assigning Checklists Manually
You can assign checklists manually rather than from the available triggers above.
Go to Checklists > Checklist Templates.
Click the green Assign button.
Follow the process through by selecting who to assign the Checklist to (Employee or Team), the due date and an optional action message.
Optionally, select a Target Employee - this is who the Checklist relates to - and notifications.