Step 1 - Navigate to Onboarding Tasks
Login to Asanify as an Admin. From the left navigation bar, click on the Life Cycle dropdown and select Onboarding Tasks.
You will see the Onboarding Tasks page with a list of any existing tasks on the left and the Create a new Task form on the right.
Step 2 - Create a New Onboarding Task
On the right side of the screen, fill in the Create a new Task form with the following details:
Task Name — Enter a descriptive name for the task (maximum 80 characters). This field is required.
Task Description — Optionally add a description to provide more context about the task (maximum 500 characters).
Select Assigned to Role — Choose who will be responsible for completing this task. The available options are:
Employee — The onboarded employee themselves.
Manager — The employee's reporting manager.
Other — A specific individual from your organisation. Selecting this will show an additional search field where you can search and select the person by name or employee ID.
Step 3 - Set the Task Deadline
Choose when the task should be completed relative to the employee's joining date:
Before Joining Date — The task is due a set number of days before the employee joins. Enter the number of days in the How many days? field that appears.
On Joining Date — The task is due on the exact date the employee joins. No additional input is needed.
After Joining Date — The task is due a set number of days after the employee joins. Enter the number of days in the How many days? field that appears.
Step 4 - Set Up a Reminder
Configure a reminder so the assigned person is notified before or on the task deadline. Select one of the following options from the Reminder dropdown:
None — No reminder will be sent.
On task due date — A reminder is sent on the day the task is due.
1 day before task due date — A reminder is sent one day before the deadline.
1 week before task due date — A reminder is sent seven days before the deadline.
Custom — Enter a custom number of days before the due date in the How many days before task due? field that appears.
Once a reminder is set, the system will automatically schedule an email notification to the assigned person at the configured time based on their timezone.
Step 5 - Submit the Task
After filling in all the required fields, click the Submit button to create the onboarding task. The new task will appear in the task list on the left side of the page.
Note: You can edit or delete any existing task by clicking the Edit or Delete options on the task card.
Step 6 - Add the Task to an Onboarding Checklist
Onboarding tasks are assigned to employees through checklists. You need to create an onboarding checklist that includes your newly created task.
From the left navigation bar, click on the Life Cycle dropdown and select Onboarding Checklists.
Click the Create New Checklist button.
In Step 1 (Basic), enter a Title and an optional Description for the checklist, then click Next.
In Step 2 (Add Tasks), use the Select Tasks search field to find and select the task you just created along with any other tasks you want to include. Click Next once you have selected all the tasks.
In Step 3 (Summary), review the checklist details including the task names, assigned roles, and deadlines. Click Create to finalise the checklist.
You can view your existing checklists and their tasks at any time from the Onboarding Checklists page.
Step 7 - Assign the Checklist to an Employee
Once your checklist is ready, assign it to an employee to activate the onboarding tasks:
Navigate to the People tab and open the employee's profile.
Go to the Onboarding tab within the employee's profile.
In the Assign Checklist section, use the Select Checklist dropdown to choose the checklist you created.
Optionally, click View Checklist to preview the tasks included in the checklist before assigning.
Click Submit to assign the checklist.
Once submitted, individual task instances are created for the employee. The system automatically calculates the deadline for each task based on the employee's Date of Joining and schedules any configured reminders.
Note: You can also assign an onboarding checklist while adding a new employee to Asanify during the employee creation process.
Additional Information
Tracking Onboarding Progress
After a checklist has been assigned, the Onboarding tab on the employee's profile will display a progress bar showing the completion percentage and the number of tasks completed. A table lists all onboarding tasks along with the Task Name, Assigned To, and Deadline. You can click More Details on any task to view additional information.
Who Can Create and Assign Tasks?
Only Admin users can create onboarding tasks, create checklists, and assign checklists to employees. Non-admin users (employees and managers) can view and complete the tasks assigned to them.
How Reminders Work
When a checklist is assigned to an employee, the system calculates the exact reminder date and time for each task based on:
The employee's Date of Joining
The task's deadline configuration (before, on, or after joining)
The reminder setting (on due date, 1 day before, 1 week before, or custom)
Reminder notifications are sent via email to the person assigned to the task, using their local timezone.