TABLE OF CONTENTS

Explanation of terms

Portal tasks request onboardees to take an action via the employee portal or inform them about an action by the HR department. The totality of all tasks in an employee portal results in a checklist that the onboardee can use to track the progress of their onboarding process.


Configuration

On the page Portal task a new portal task can be created via +Create.

See: Create portal task


Behaviour in the system

  • Portal tasks have an internal name (Name) and an external name (Title).
    It is advisable to name the tasks in such a way that it can be recognised whether it is a notification for the onboardees or a request.
    Examples of names
    - Membership certificate requested from health insurance company
    - Company car provided
    Examples of titles
    - Send us your health insurance membership certificate
    - Your new company car is parked in the employee car park!
  • Task purpose
    When creating a portal task, a task purpose must be selected. Depending on the selection, the onboardees are given a corresponding action option in the employee portal:
    • Inform Onboardee
      The portal task appears in the employee portal in the card This is our turn. The onboardees are informed; no action is required.
    • Request Acknowledgement
      The portal task appears in the employee portal in the My tasks card. Onboardees are informed about the content and can mark the task as completed themselves by opening the task and clicking on the Noticed button.
    • Request Document
      The portal task appears in the employee portal in the My tasks card. Onboardees are asked to upload one or more documents that you need from them directly in the task. The may add a comment if they want to and they can mark the task as completed themselves by clicking the Completed button. The onboardee can view all documents submitted via portal tasks anytime in the "Documents" section of their employee portal.
    • Request Confirmation of Participation
      The portal task appears in the employee portal in the My tasks card. Onboardees are invited to take part in any event (location, time, date etc. is specified in the task text). They can mark the task as completed themselves by opening the task and clicking on the Confirm participation button.
    • Request Action
      The portal task appears in the employee portal in the My tasks card. Onboardees are encouraged to complete the task themselves (e.g. buy suitable work shoes themselves and send in the invoice). They can mark the task as completed themselves by opening the task and clicking the Completed button.
    • Request Further Information
      The portal task appears in the employee portal in the My tasks card. Onboardees are asked to submit further information via a form. They can mark the task as completed themselves by opening the task, filling out the form and clicking the Submit button.
  • Displayed Forms
    Forms for completion can be displayed to onboardees by creating a portal task with the task purpose Request Further Information.
    It is possible to link one or more forms that have already been created.
  • Content
    The content is visible to the onboardees and can be customised using options in the HTML editor.
  • Images
    Portal tasks can be provided with an image, which is displayed as soon as the onboardees click on the task.
    Permitted file formats: jpg, gif, png, svg. Maximum file size: 250 KB. Recommended width: at least 800 pixels.
  • Attachments
    Portal tasks can receive an attachment that can be downloaded by the onboardees.
    The following formats are possible: PDF, word processing (docx, rtf, odt, txt), spreadsheet (xlsx, ods), image (jpg, png, gif, tiff) Maximum file size: 10 MB
  • Display in the employee portal
    • Portal tasks are linked to tasks and are only displayed in the employee portal if the underlying task reaches a predetermined task status.
    • Portal tasks of the type Request Acknowledement are only displayed once they have been completed.
    • For portal tasks of the type Request Action, you can decide when they should be displayed: Immediately, When soon due or When due.
    • Portal tasks are displayed in the header area of the employee portal. Either under the category My tasks or This is our turn.
      These areas are only displayed if at least one portal task has been published.
    • In the employee portal, all portal tasks appear next to a checkbox. The checkbox is ticked when the underlying task has the task status Completed.
  • Preview
    You can use the button Preview to see what the portal task would look like for your Onboardees. A heading indicates that you are seeing a preview.
  • Renaming portal tasks
    Portal tasks can be renamed at any time. If the title is changed while the portal task is displayed in the employee portal, the title will also change for the onboardees the next time they log in or reload the page.
  • Deletion of portal tasks
    If a portal task is used in tasks or task templates, it cannot be deleted. A corresponding message appears when you try to delete it.
    It must first be removed from these elements before deletion.
  • Sorting the portal tasks
    If you select the Employee portal option in a task template and then click in the Portal task field, you will see a list of available portal tasks. These are divided into two categories: Tasks for the onboardee, which are to be completed by the onboardee, and Information about completed tasks, which should inform the onboardee that you have completed a task in the onboarding process. The portal tasks are sorted alphabetically


How our customers use this

Our customers use the different task types to report to their onboardees on the status of the process and any remaining to-dos throughout the entire onboarding process.
The more open and appreciative the information provided, the more likely onboardees are to feel welcome and cared for, which can strengthen employee loyalty in advance.

 Service   Onboarding workshops

Increase satisfaction and retention of your onboardees with our customised onboarding process! From formal to cultural – we make onboarding a motivating experience for everyone.