Purpose
A task is a to-do that UZIO assigns to a named person with a due date and tracks until it is marked complete. Employers use tasks for the work around a hire or a departure that is not a document: ordering a laptop, booking an induction, returning a badge, revoking system access. Tasks also cover recurring items an employee does for themselves, such as an annual acknowledgement. This article explains the three task types, who can be assigned, how due dates behave, and which emails UZIO sends.
Who can do this: users whose role includes the Task Library company-access permission can build and assign library tasks. Assigning a task on an individual employee's record is a second, employee-level permission, so a role can hold one without the other. The Employer Administrator has both. Employees and Prospective Employees complete the tasks assigned to them; they cannot create tasks.
When to use tasks
Use a task when the work needs an owner and a deadline but no signature. If the item needs to be read and signed or acknowledged (a handbook, a policy, an offer letter), use Hiring Documents instead. If the item is a form UZIO already collects (Form I-9, Form W-4, direct deposit), it is part of onboarding and does not need a task.
Typical tasks: create the new hire's email account, assign equipment, schedule orientation, collect the returned laptop, disable building access after a departure, complete the annual appraisal form.
The three task types
| Type | What it is for | Who can be the assignee | Due date |
|---|---|---|---|
| Ongoing | Recurring work an employee does for themselves. Example: annual appraisal form, new-customer induction. | The employee, for themselves. | Set when the task is assigned. |
| Onboarding | Work tied to a new hire's start. Example: ID creation, orientation, laptop assignment. | The new hire, the new hire's Reporting Manager, or any other employee acting on the new hire's behalf. | A default rule (a number of days or weeks before or after a reference date) can be stored on the task and is applied at assignment. It can be changed when the task is assigned. |
| Offboarding | Work tied to a departure. Example: disabling the email account of a terminated employee, collecting equipment. | The departing employee, their Reporting Manager, or any other employee acting on their behalf. | Same as Onboarding. |
Every task type can require a document. When the Mandatory Document option is set, the assignee must upload a file before the task can be marked complete.
How tasks are organised
Tasks live in the Task Library under the Tasks menu. Inside each type, tasks are grouped into categories that usually mirror who owns the work, for example HR, IT or Finance. A task in the library is a template. Each time it is assigned, UZIO creates a separate copy for that person with its own status, due date, comments and uploaded documents.
Due dates and past due
Every assigned task has a due date. UZIO does not store a separate "past due" state. A task that is still open after its due date is shown as past due, and it can still be completed afterwards. Completing a past-due task records the completion date; the lateness is visible in the tracking view but does not block anything.
Emails UZIO sends
UZIO sends these emails automatically. The wording below is the subject line of the standard template.
| When | Who receives it | Subject |
|---|---|---|
| A task is assigned | The assignee | New Task(s) Assigned |
| An employer user clicks Send Reminder on an open task | The assignee | Reminder: Your task is Pending at [your company name] |
| Tasks are approaching their due date | The assignee | Reminder: There are task(s) pending on you |
| The assignee marks a task complete | The people named in the task's notify-on-completion list | [Assignee first name] has completed a task (includes the task name, who it was for, and any comment the assignee added) |
An assignee who has not yet registered on the portal receives the same emails with a registration link instead of a login link.
What happens at termination
Terminating an employee does not assign offboarding tasks for you. The Terminate Employee form has no task step, and no automatic link between termination and the Task Library was found. Assign the offboarding tasks yourself from the Task Library, ideally on the day the resignation is received, so equipment return and access revocation are tracked before the termination date. See Terminating an Employee for the departure sequence.
Web and mobile
Tasks are assigned, tracked and completed in the web portals. Whether an employee can view or complete tasks in the UZIO Mobile App has not been confirmed. Until it is, tell employees to use the web portal for tasks.
Related articles
- Setting Up Onboarding and Offboarding Tasks — creating categories and tasks in the Task Library
- Assigning Tasks and Marking Them Complete
- Tracking Who Has Finished Their Tasks
- Terminating an Employee
- Employee's view: Completing Your Onboarding Tasks
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