How to create and manage Profile Field Task Templates

To further enhance the onboarding process and ensure that all necessary candidate/employee information is collected efficiently, we have introduced Profile Field Tasks within Task Templates. This feature allows organizations to create tasks specifically designed to gather essential details from candidates before they join, ensuring a smooth and comprehensive onboarding experience.

What are Profile Field Tasks?

Profile Field Tasks are tasks within Task Templates that focus on collecting specific information from candidates. These tasks prompt candidates to provide personal details, contact information, address, and other relevant data required by the organization before their joining date.

Use Cases for Profile Field Tasks in Keka

1. Gathering Essential Candidate Information: Collect personal details like name, date of birth, and contact information.
2. Collecting Emergency Contact Information: Obtain emergency contact details, including name, relationship, and phone number.
3. Verifying Address Details for Remote Workers: Confirm home addresses for remote employees for accurate equipment delivery.
4. Pre-Employment Background Check: Gather SSN or National ID (Aadhar), previous employment, and education history for background checks.
5. Setting Up Bank Details for Payroll: Collect bank account number, bank name, and routing number for direct deposit.
6. Custom Onboarding for Different Roles: Gather role-specific information like certifications and job-specific preferences.

How to Set Up Profile Field Tasks

Setting up Profile Field Tasks in Keka is straightforward. Follow these steps to create tasks aimed at collecting necessary candidate information:

Navigate to Org (1)  tab on the left hand side menu. Go to the Onboarding (2) tab and select Task Templates (3).

To create a Profile Field Task, start by clicking on the dropdown menu next to the Add Task Template button. Then, select create from scratch and choose the option for a profile field task

Enter the task details, including name, description, and attachments if needed.

Define the due date relative to the task trigger. Assign task owner and approvers, if required.

In the Profile Fields section, click on Add profile fields. You may need to select the country if you have multiple setups, as profile fields vary based on the country. After that, you will see different sections for profile fields, including primary details, contact details, addresses, relations, and other important information cards.

Next, you will need to determine which specific details you want to gather from employees or candidates. By selecting the + icon next to the card, all the details on that card will be added. Alternatively, if you choose the + icon next to individual details, only that specific detail will be included.

Once you have chosen the details for this profile task, you will be able to view all the selected information before proceeding by clicking on the continue button.

After clicking continue, a confirmation message will pop up, letting you know that the selected fields can be edited and viewed by the approvers and task owner, regardless of any field permissions you set up earlier. You will need to click Yes to continue and confirm your acknowledgment.

Identify the departments, locations, or roles to which the task is applicable, ensuring that all relevant stakeholders are included. Once this is configured, any new employee or candidate who meets the specified criteria will automatically be assigned the task.

If you wish to add a checklist to the task, simply click on Add checklist and enter your checklist items. Since this task is focused on profile fields, it does not allow for attachments to be included. You can also set up email reminders to be sent before or after the task's due date. Once all details are configured, click Create Task to save the template.

Once the task has been created, you can easily select it during initiating the onboarding process. If the task aligns with the criteria you have set and is fulfilled when initiating employee onboarding, you will see the task available for you to choose.

Completing Profile Field Tasks in Keka

Once onboarding is initiated, an inbox notification is triggered for the employee, listing profile field tasks where click add profile details. 

On the following page, you will find fields where you can enter all the necessary information. Please proceed to fill out the form.

Once you have filled in all the information, you have the option to save your progress so that you can return later to make edits or click on add profile fields to complete the task.

If a candidate is completing the task, this task will appear in their candidate portal from where they can follow instructions. 

The Profile Field Tasks feature in Keka's Task Templates is a significant enhancement for organizations aiming to streamline their onboarding process. By collecting essential candidate information ahead of time, Keka HR helps ensure a smooth and efficient transition for new hires.

For more detailed instructions and examples, visit the Keka Task Templates Help Page. Utilize this feature to enhance your onboarding workflow, ensuring all necessary candidate information is collected promptly and accurately.