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Onboarding Employees: Using Tags to Customize Tasks

Allyson Ryan
  • Updated

Tags are labels that can be added to a Task, which allows Human Resources to choose whether or not the task should be included in the onboarding packet. Tags will allow you to choose what to send to the person you're hiring and will not initiate the task that's aligned to it, unless the box is checked for the task. 

Attaching a Tag to a Task, (such as a form or notification) in an Onboarding profile, creates a checkbox for that Task once in the hiring options screen or Employee Task List window. Tags allow you to customize the hiring process and you can use multiple Tags when hiring new employees. This reduces the number of Onboarding Profiles that need to be created as it creates a more customized approach. The following SchoolFront Roles can create and manage Tags:

Applicable Roles

  • HR Administrator
  • HR Team

Prerequisites - Tasks need to be created prior to adding Tags - 

Creating and Editing Tasks 

Contents

Creating a Tag

Types of Tasks

Adding Task to Profile with a Tag

Hiring New Employees - Tracker

Hiring Existing or Returning Employees

Creating a Tag

When creating a Tag, the name of the Tag should indicate what the Tag represents, so if the box for that tag is checked, the person checking it understands intuitively what it includes. Often an abbreviated version of the Task name will suffice. 

  1. Navigate to Task Management - Task Profiles - Tags:
  2. Click "New Task Tag"
  3. Enter the Tag Name and Description
  4. Click "Insert":

Now that the Tag has been created, it can be attached to a Task, which is included in a Profile.

Types of Tasks

Here are examples of different types of tasks and their descriptions. For more information on these Tasks, click each link:

Task Type: Description:
Digital Form Select an individual form to send with the Onboarding packet. 
Send Notification Send Notification sends a specific email with the Onboarding Profile. 
Manual Step Manual Onboarding Tasks can be assigned to an individual or Employee Group as a reminder to complete a task outside of SchoolFront but related to the hiring process. These will show as Onboarding Tasks in the assignee's "Items Requiring Your Attention" section of SchoolFront. 
Copy to Personnel Files Applicant files will be moved to new hire’s personnel folders. The district determines which folders during task configuration. 
Copy Candidate Forms to Personnel Files Any Tracker Forms that were created for the Candidate in the Tracker, are copied directly into the new digital personnel folder upon hiring. 
Queue for Financial Platform Feed Specific fields for new hire will be put in a queue to feed into Financial Platform. Configuration varies per financial product.
Application Signature Application Signature will allow for new hires to sign their RecruitFront Application digitally, which will be stored in their SchoolFront digital Personnel File. 
Employee Data Edits Preset data such as supervisor, location, grant access and dashboard summary. Dashboard Summary can be chosen by HR staff to automatically populate the new hire's SchoolFront record, eliminating this manual step for staff. 

Adding Task to Profile with a Tag

  1. Select a Task Profile by clicking the magnifying glass (To create a New Task Profile, see: Creating and Editing Profiles)
  2. Select the Task Tab

  3. Select "New Profile Task"

  4. Select Task Tag from the drop-down that goes with the Task being created

  5. Check the boxes next to Task(s) to be added to the Profile

  6. Click Insert:

The Task Tag now appears in the Profile:

Hiring New Employees from the Tracker

Select your Candidate in Tracker (see Hiring a Tracker Candidate & Starting the Hiring Process for detailed hiring instructions). 

Once you've clicked "Hire" in the details tab of the candidate, the hiring options will appear:

  1. Confirm the Task Profile is correct
  2. Check the box for "Initiate Selected Task Profile
  3. Check the boxes for the Tags to indicate the tasks you want to include as part of your Onboarding/Hiring packet
  4. Click Save when complete

Hiring Existing or Returning Employees

  1. Navigate to either: Active Employees or All Employees
  2. Select the employee by checking the box next to their name

  3. Select "Employee Task List" from the "Select Action" drop-down

  4. In the Employee Task List pop up window, select the appropriate Onboarding Profile from the Task Profile drop-down:

  5. Check the boxes for the Tags to indicate which should be included in the Onboarding paperwork that is being sent to the employee
  6. Click "Generate Employee Task List"

 

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