Purpose
Onboarding and offboarding tasks turn day-one prep and departure checklists into tracked to-dos. Some belong to the new hire, such as a training to complete. Others are internal work for your team: the ID card, the equipment, the induction, and on the way out, returning kit and revoking access. You build the lists once, and each person sees their own items in their portal. Onboarding and offboarding tasks are built the same way.
Who can do this: Users whose role grants permission to manage the Task Library. This is its own permission — it is not part of the hiring and onboarding permissions, so someone who runs your hiring does not automatically get to build task lists, and someone who builds task lists does not need access to prospects. Assigning tasks on an individual employee's record is a second permission again. The Employer Administrator has both by default; a custom role gets only what you tick. See Understanding Roles and Access.
Use tasks for work that isn't a document. Signing a handbook is a document; ordering a laptop, booking the induction, and revoking building access are tasks. If the thing needs a signature or an acknowledgement, it belongs in Hiring Documents, not here.
Create task lists and tasks
The Task Library separates tasks by type: Ongoing, Onboarding and Offboarding. Work inside the type you are building for, because a list built under Onboarding is not offered when you assign offboarding work.
- Go to Tasks > Task Library (left navigation) and open the type you want.
- Click Add New Task List to create a group for related tasks. The groups mirror who owns the work — for example HR Tasks, Payroll Tasks, and IT Tasks.
- Under a task list, click Add Task and fill in:
| Field | What it controls |
|---|---|
| Task Name | The to-do as the assignee sees it |
| Description | What "done" means for the task |
| Assigned to | Default assignee — the new hire and the new hire's Reporting Manager are selectable, alongside your team members; adjustable at assignment time |
| Notify on completion (optional) | One or more people who get an email when the assignee marks the task complete. Use it for handoffs — the person who issues the laptop wants to know the IT request is done, not to check a list |
| Mandatory Document (optional) | Requires the assignee to upload a file before they can mark the task complete. Use it for anything you need proof of, such as a signed policy or a certificate |
- Click Add Task — it appears under its task list.
Build the standard set once — you'll reuse it for every hire and departure.
Note: Offboarding task lists are built exactly the same way. The difference is only when you assign them. Group departure work into its own list (final equipment return, access revocation, exit interview) so it's ready to assign the day someone resigns.
Warning: Terminating an employee does not assign the offboarding tasks for you. There is no step on the Terminate Employee form that reaches the Task Library, so a departure list that nobody assigns simply never happens. Assign it the day the resignation lands, not on the last working day. See Terminating an Employee.
Assign them
Three moments to assign:
- During self-onboarding setup — the Tasks step of the wizard: tick the tasks, point each at the prospect (they complete it inside their self-onboarding journey) or at a team member (it lands in their My Tasks).
- From the Task Library, to one employee — for onboarded employees: open the task's Actions menu and choose Assign.
- From the Task Library, to many at once — the same action targets multiple employees in one go, so a compliance training or a policy acknowledgement can go to the whole workforce without repeating yourself. It works for existing employees and for employees still onboarding.
At assignment you can adjust the Assigned To person per task, set the due date, and untick anything not needed for this hire. For onboarding and offboarding tasks UZIO proposes a due date from the task's own rule and you can overwrite it. Each assignment is an independent copy, so changing one person's due date or deleting their copy does not touch the library task or anyone else's.
UZIO emails each assignee when a task is assigned to them, emails them again as the due date approaches, and emails everyone named under Notify on completion when the task is marked done. You can also send a reminder by hand from the tracking view. The full list of emails, with the subject lines to look for, is in Understanding Tasks.
Note: Where a task appears depends on who it went to. A task assigned to a prospect appears inside their self-onboarding journey, not in My Tasks, and stays there until they become an employee. A task assigned to an employee or a team member lands in their portal straight away. Assigning onboarding tasks to a prospect who has not been invited to self-onboard yet is the usual reason a task looks missing.
How assignees experience it
Assignees work in the web portal. Tasks surface on their portal home under Your Action Needed and via the My Tasks Quick Link. They mark each complete when done, optionally adding a comment, which gives you an audit trail of who finished what and when.
What a task does not do. A task assigned to your own team is a tracked to-do, not a gate. An outstanding equipment request holds up nothing in UZIO: it does not affect a pay run, and it does not restrict anyone's access. So if a step genuinely must happen before someone starts, give it a due date and follow it up yourself. What UZIO does hold back is an unfinished onboarding, which is a different thing entirely — see Tracking Every Hire.
Tip: Assign the internal prep tasks to teammates with due dates before the start date — the point of tracking induction and equipment tasks is catching the misses before the new hire is standing at reception.
Note: This article covers creating onboarding/offboarding task lists and tasks. Tasks is a broader feature (it also includes Ongoing tasks and an org-wide tracking dashboard) — see the Tasks subcategory: What Are Tasks? · Assigning and Completing Tasks · Tracking Tasks in the Task Library.
Common problems
The assignee says the task isn't showing
Check who the task went to. A task assigned to a prospect appears inside their self-onboarding journey, not under My Tasks, so a new hire who hasn't finished onboarding won't find it where an existing employee would. For everyone else it appears under Your Action Needed on the portal home and via the My Tasks Quick Link. If they are looking in the UZIO Mobile App, ask them to sign in to the web portal instead.
Can I assign one task to everybody?
Yes — assign from the Task Library and pick multiple employees in the same action, rather than repeating the assignment per person. See Assign them above.
Will UZIO remind me when a document expires?
Not from onboarding. Expiry reminders only fire for documents uploaded on the employee profile with an expiration date, a reminder date, and a reminder frequency filled in — a document collected during onboarding isn't tracked for expiry automatically. Where those fields are set, reminders go to both the employee and the admin. If you rely on expiring credentials (licenses, certifications), upload them to the employee profile with the reminder fields completed.
Related articles
- What Are Tasks? — the general Tasks feature
- Inviting a New Hire to Onboard Themselves — the Tasks step
- Building Reusable Offer Letters and Hiring Documents — for anything that needs a signature
- How Hiring Works in UZIO: From Offer to Employee Record
- Employee's view: Completing Your Onboarding Tasks
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