As with the Default Candidate New-Hire Templates, we provide a default for Form I-9, Section 2.

Using the task start and deadline specifications, you can ensure that your company stays compliant within the three-day requirement for Form I-9.

An employee who reads Section 1 documents will have an assigned task requiring the form’s completion within three calendar days after their start date. You’ll be able to track the status of this task and know whether or not is has been completed on time.

Employment Screening Action Items

All other types of internal tasks can be created through the Action Item option from the the Add Task dropdown button. The steps are very similar to employee tasks.

GENERAL SETTINGS TAB

You begin a task by giving it a title on the General Settings tab and then determining Discretion—whether or not that manager can add or remove the task and if it’s required.

Next, fill in your task start date and deadlines, whether it needs to be completed after onboarding begins, after completion, or before and after their start date.

TASK DETAILS

You can assign a task owner from the dropdown menu under the Task Details tab. Task owners don’t have to be people either.

You can specify a job code as the owner to ensure that a task is being completed, no matter who goes in or out of that job code. An email address can also be the task owner, allowing the activity to take place at Visual-Concepts.com or be assigned to an outside email address. A specific OSM position or employee can also own tasks.

Include the task instructions, if desired, in the open field.

ACTION REQUIRED

The Action Required tab is where you can define what type of action your task will be. An employee may be required to indicate completion status on an assigned task.

The available actions will be contained in the notification. They can confirm a completed task or report their inability to complete it. You may also choose to allow them to reassign a task to someone else.

Another example of task-owner action is populating selected fields. On the left-hand side of the tab, there’s a selection of available fields. Selecting any number of fields will create a task requiring the task owner to populate them. Once they mark the task complete, the information will automatically flow into that employee’s personnel record.

Custom Table allows you to create tables unique to your company’s needs. For example, if your company needs to track company-owned property and assets, decide what activities that task owner can do—adding or deleting rows, tracking model numbers, assigning values, etc.

Then you can have some of these groups populate appropriate fields.

What about files uploads? That’s doable. You can also track whether the intended recipient has received the file and make sure it’s delivered into the proper employee record.

Notifications

Notifications are based on task start and end-dates. You can automatically email and notify whomever you specify amongst the recipients in the columns by clicking the check boxes.

Recipients will get notifications at the times you specify. You can track their tasks by notifying people a specified number of days before the deadline, if not complete on the deadline, or after the deadline if not complete.

Recipients will get notifications at the times you specify. You can track their tasks by notifying people a specified number of days before the deadline, if not complete on the deadline, or after the deadline, if not complete.

Display Conditions

The Display Conditions tab allows you to control the conditioning code of when a task owner will get the activity. In the example below, we’ve shown the display condition for Form I-9. If this were a different type, you could say that this display option is a particular task only for people who are in these particular job codes.

Let’s assume that only Sales, Sales Assistants, and Directors need to have cell phones ordered. You can tell the system to only assign this task if the employee meets certain criteria of this job code.

As you continue to build out this internal task, you can keep adding additional action items. Then, define what type of action within the task needs to be completed.

Display Conditions is good for both pre-hires and post-hires. Training schedules, employment milestones, populating certain fields, or uploading documents can be efficiently managed within onboarding throughout the employee’s lifecycle.