Tasks

Tasks allow you to manage any number of to-do items related to your onboarding, offboarding, and custom journeys in Cleary. Repeatable and customizable, tasks are a great way to save time by automating your journey workflows. With task tracking, it’s easy to ensure tasks are completed timely and everyone involved in your journeys is held accountable.

If you choose the General New Hire Onboarding Journey template, there are a number of templated tasks that you can choose to edit by clicking on the drafted step.

Alternatively, you could click Create a new step on the bottom of the page, select Task and give your step a title.

Task Details

When creating a task, you’ll first customize the From and To field, in addition to a Task Name and Instructions field.

The From field will correspond to who is sending the message from the Instructions field. This can be customized to represent whoever would source the task.

The To field will correspond to the task assignee, or who will be responsible for completing this task.

The Task Name field is what assignees will see when the task is assigned to them. You can also use variables to personalize the title of the Task to the recipient!

The Instructions field will contain the instructions for the Task owner. This can also be customized with variables for repeatable, scalable tasks!

In the example below, the Journey admin is instructing the New Hire to complete their benefits enrollment.

Variables

With tasks you can add variables to the Task name as well as to the content in the Instructions field! If you click View all variables you’ll be able to scroll through and see an extensive list of the different variables you can use in your messaging.

You can click on the icon to copy a variable, which you can then paste to the Task Name or Instructions field!

Scheduling

Next, you’ll choose when to trigger this step and assign a due date. You can choose to trigger this step either at a specific time, or after a previous step has been completed.

If choosing At a specific time in an Onboarding journey, you can set when this task will trigger relative to either the new hire start date or onboarding buddy assignment.

Note: This trigger will occur in the timezone displayed, not necessarily in the time zone of the employee on the journey.

In an Offboarding journey, you can set when this task will trigger relative to the employee end date.

In a Custom journey, you can set when this task will trigger relative to the following fields: journey start date, new hire start date, onboarding buddy assignment, or employee end date.

Similarly, you can customize a due date for the Task owner relative to the aforementioned events, depending on the type of journey.

If choosing After step has been completed, you can set this step to trigger immediately once a selected step has been completed, or a certain amount of days after the selected step has been completed.

You’ll also choose a due date for the task owner, with customizable timing dependent on the chosen step’s completion.

Advanced Settings

Notification Channel

By customizing the Notification Channel in Advanced Settings, You can choose to Enable/Disable notifications for these tasks in Slack/Email/Microsoft teams. These notifications will be sent for new tasks and overdue reminder notifications.

💡Tip: Check out more details about our Slack Integration here: Slack Integration

Select the Reply To and CC settings:

This field will appear for any onboarding journeys with triggers before the new hire start date:

Changing to CC the sender and include them as Reply to, or Do not CC nor include the sender in the Reply To are options you can use to improve the deliverability rate of this email to the new hire’s inbox!

Notification Previews

Slack Notification:

New Task Notification:

Overdue Task Notification:

Error Handling

If the first option is selected, a new hire will be added to this step even if they’re added to the journey after the step should have been triggered.

For example: You’ve chosen to schedule this step 2 days before the new hire start date, but the new hire wasn’t added to the journey until 1 day before their start date. Enabling this option will ensure they’re added to the meeting even though it falls after the 2 day trigger.

If the second option is selected, the task will not be assigned if the variables used in the content fields do not have a matching record in Cleary.

For example: If I add {new_hire_city} as a variable in the Notification Description field, but the city does not exist in the new hire’s user field in Cleary, this task will not be assigned and you will be alerted as such.

Audience Targeting

By default, every new hire will be added to the Introduction step when published. However, you can choose to restrict this step to a certain audience.

For example: If you don’t want contractors to be added to this step, you can set up the audience like so:

Before saving, you can click Task Preview on the top right of the page to see a preview of this task:

Finally, once you’ve configured this step to your liking, you can choose to Save as Draft or Publish this step type.

If the step is saved as a draft, it will not be live when the Journey is published. You must click Publish to ensure the step is live once the Journey is.

Managing Tasks

As a Journey Manager

You can check on the status of tasks company-wide by clicking Tasks on the left navigation portal in Cleary’s Admin tab.

From here, you will see an overview of tasks, and can filter your view with the My Tasks, All Open Tasks, and Completed Tasks tabs at the top of the page.

You can search for any tasks by name through the search field on the top left. You can also search for tasks based on who the task is assigned to, or who the task is for on the top right. You’ll also see a Due Date so you can have a comprehensive view of which tasks are still on time or may be overdue.

As an Employee

On an employee’s homepage, Open Tasks will be present along with their due dates. Clicking into a Task will allow an employee to see an overview of the task, along with the ability to Mark a task as completed: