Overview
Checklists help organize tasks for things like onboarding and offboarding employees. You can assign tasks to different people, set deadlines, and ensure nothing is overlooked. Templates make it easy to reuse checklists for similar tasks.
- Checklist Template
- A Checklist Template is a preset list of tasks that can be generated each time a process, such as onboarding a new employee, is required.
Permissions
To create/edit/view/delete checklists templates, employees will need the permission Manage Checklist Templates on a Global level. For more information, click here.
Creating a Checklist Template
Within a checklist, there are tasks to be completed. Outlined below are some of the features within the checklist and the tasks that you will need to know about before creating a template.
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Within the Tasks, you will be able to assign the Task to 3 different types of employee; Owner, Subject or specific employees.
If you select Owner, the task will be assigned to the checklist Owner (who will ensure completion and all tasks are completed correctly).
If you select Subject, the task will be assigned to the checklist Subject, the employee that this checklist relates to or is about.
If you select a specific employee you will be able to assign the task to anyone within your business who has been added to Talexio. -
The Require Upload feature is used when the checklist item requires an upload for it to be complete. When turned on, you can choose the GDPR data category that the upload relates to and whether the upload should be saved into the employee's documents.
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Sometimes an employee may need a file/document to complete their task. Within the task, you can attach the file/document needed so that when the employee opens the task, they can download the attachment.
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A checklist can have a start date. This means that the checklist can be created in advance and set up with a trigger date (or start date). No email notification will be sent out on the creation of the checklist. The email notifications will be sent out on the Start date set on the checklist.
With a start date set, there is also an option to allow assignees to see their checklist tasks before the start date. This will allow assignees to start preparing for the task so they can complete it as soon as possible.
The process for creating a Checklist Template is shown below:
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STEP 1 of 5
Go to the Checklists section, go to Templates and then click Create Checklist Template. -
STEP 2 of 5
Add in the details of the template such as the Template Name, the Duration of the Checklist, who will be the default Owner of the checklist (who will ensure completion and all tasks are completed correctly) and whether the tasks should show before the checklist start date. -
STEP 3 of 5
The next step will be to add the Tasks required for the checklist. Initially, you will see only the task name but clicking on the edit icon will allow you to add all the task details. -
STEP 4 of 5
In the edit of the task, you will need to add all the details relating to the relevant task. Once completed, click Save. -
STEP 5 of 5
After all the tasks have been added, click on Create to complete the template.
A checklist template has its own unique link. This gives the possibility to share templates within your company. To do this you will need to open the checklist template and then copy the URL address.
Editing & Deleting Checklist Templates
If a Checklist Template needs updating, you can click on the edit icon to update the template by adding/removing tasks or editing checklist/task details.
If the Checklist needs to be deleted there is a delete icon to remove the checklist completely.
Editing/deleting a checklist template will not edit/delete any checklists already created based on the template.
Deleting a checklist template is a permanent action. Once deleted it cannot be retrieved only re-created.