How to create tasks for employee onboarding?

Melissa Perez
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February 29, 2024

I'm currently using the New Employee Onboarding template in an attempt to migrate our Excel checklist into Jira. However, I'm having a difficult time.

In our current state, we have an Excel checklist of 36 tasks we need to complete for each new hire we bring on board. These tasks are categorized under the headings:

  1. 1. Offer and Initial Pre-Employment steps
  2. 2. Pre-boarding
  3. Week before Pre-boarding
  4. Week One
  5. Ongoing Check-in's 

I've attached an image of what that looks like:

Screenshot 2024-02-29 at 15.03.57.png

I'm not able to replicate this in Jira without creating 36 statuses. I also don't seem to have the option to link sub-tasks to the main "Employee" issue that the template provides.

 

Any guidance here is appreciated! 

5 answers

0 votes
Anna Mitina _Stiltsoft_ April 1, 2024

Hi @Melissa Perez ,

Welcome to the Atlassian Community 🤗

A new employee onboarding is indeed a lengthy and sometimes complicated process. If part of your onboarding process is sharing key points from the company's knowledge base I would suggest you to have a look at our app called izi LMS for Confluence

You would be able to build onboarding courses using your existing Confluence pages and add quizzes as a knowledge check.

Watch a 2-minute video

Let me know if you have any questions :)

0 votes
John Funk
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February 29, 2024

Hi Melissa - Welcome to the Atlassian Community!

If you are wanting to just check off items on a list, then one of the Check list apps is probably the route to go. Or even just create a Checklist custom issue type field. 

If you want to actually create tasks for different people to do, assign them, set due date, track progress, etc., then you can do that with an automation rule. I did something similar at my last employer. 

You could have an Employee Issue Type, and then trigger the rule when a new Employee issue is created. You could also create Components for each Headings.

The rule would then create all of the tasks necessary adding the Component/Heading as applicable. Then you could use those for reporting. 

Melissa Perez
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March 1, 2024

Thank you, John! I'm using one Jira's default project template for New Employee Onboarding, and there's no option to create Components anywhere. 

I am the project admin, so I'm assuming I should have access. Could this be a result of the template or something else?

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John Funk
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March 1, 2024

Ah, you are probably using a Team-managed project and not a Company-managed project. Components are not available for Team-managed.

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Prabhu Palanisamy _Onward_
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Marketplace Partners provide apps and integrations available on the Atlassian Marketplace that extend the power of Atlassian products.
February 29, 2024

HI @Melissa Perez - I request you to try OnRamp. We have an option to load tasks from excel/csv. This app simplifies employee onboarding and offboarding.

Screenshot 2024-02-29 at 5.26.35 PM.png

Disclosure: I'm part of Onward team who built OnRamp.

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Laura Campbell _Seibert Media_
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February 29, 2024

Hi @Melissa Perez and welcome to Community!

For your workflow question, I would recommend using the 5 stages you listed as your statuses, and then adding a checklist app to your issue for all the specific tasks.

As for the sub-task, it looks like it's not included automatically, but you can add them.

How to add subtask to jira work management HR template.png

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Mikael Sandberg
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February 29, 2024

Hi @Melissa Perez,

Welcome to Atlassian Community!

The way we do onboarding is that we have the main request with all the details, and when are then using either tasks or subtasks (tasks are created in other projects so that those teams do not have to access multiple projects). Another option since you have a lot of steps that you want to track would be to use one of the apps in the Marketplace that allow you to create a checklist for all you tasks. We use Issue Checklist for Jira in one of the onboarding tasks.

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