The task organization and planning is very important in a productive work environment, that's why with Factorial we offer you the possibility to create customized templates and group the tasks in them.
Previously, you could create tasks through your task board, and you could assign tasks to your employees in case you were a manager. From now on, you will have the possibility to create customizable templates and group the tasks in those templates, so you can create groups of tasks according to the objectives or projects of your company.
In the following article, we show you how to adapt a task template in an onboarding process for new hires in your company.
Where can I find the feature to create task templates?
Easy as pie! 🥧
As an administrator, go to Company > Tasks and you'll see that in that section you'll have the option to create and organize your custom task templates.
In this view, you can collect all the templates that you as an administrator create or those that are created by the managers who have an administrator role.
How do I create a new task template?
Creating a new task template will be a breeze. 🍃
To create it, you simply must:
- Click the "+ Add Template" button at the top right of your screen.
- Add a name to the template.
- Confirm, and that's it!
You will see that a new task template has been created, in which you can add tasks and assign them to your employees.
Once you have created the task template, you must assign tasks to your template. We will show you an example of a template for the onboarding plan for new hires in the company.
How do I assign tasks to my template?
In order to assign tasks to our template, we must do the following:
- Click on the "+ Add task" button that you will find on the top-right frame of your screen, inside the created template.
- Add a name to the task.
- Add a description of the task so that the person assigned has context.
- Finally, assign a responsible person to perform the task.
- Save the task, and that's it!
Note ✍🏼: When you create a task from the template view, you cannot assign a deadline, as there will be templates that are used to onboard more employees in the future.
In this case, we have decided to create a task called "Send the welcome email" in which Hellen the HR Manager will have to perform to start the on-boarding process of the new employees arriving at the company.
You will be able to create as many tasks as you need per template so that you can organize your onboarding or off-boarding template as you wish.
In our example, we show you a list of tasks to be taken into account in the initial plan of an employee's onboarding to the company.
Note ✍🏼: Once you create the task template, you must import it to the relevant employee in order to activate the onboarding plan and have the tasks assigned on the task board of the employees involved in the process.
How do I assign the task template to my employees?
Once you have created the template with its corresponding tasks, you must assign it to the employees involved with those tasks.
To assign the onboarding template, you simply need to perform the following steps:
- Go to Employees.
- Select an employee with assigned tasks in this template, in our example Hellen the HR Manager.
- Click on his/her Task section.
- Click on the "..." button that you will see at the top-right frame of your screen.
- Select "Import a task template".
- Select the template you want, and confirm.
You will see that all the tasks that we created previously will be assigned to Hellen the HR Manager.
Important 🔍: In case you are the one who created the template, and you need to assign yourself to that onboarding template, you will have to do it from Employees, following the same flow.
Therefore, when there is a new hire in your company and the onboarding plan needs to be activated, you can assign the template to the HR Manager or the Team Manager so that they can start the onboarding of the new employee.
You can apply this same example to more specific team onboarding plans, such as an onboarding plan for the sales team, development team, customer service team or as your company is structured, or also to create more project-oriented task templates between teams that need organized planning of the tasks to be performed.