Keka HR's recent updates to Preboarding include a significant revamp of Task Templates, which now feature enhanced flexibility and automation. Here's a detailed breakdown of the changes:
From Task Lists and Onboarding Groups to 'Applies to':
The traditional approach of creating task lists and adding them to Onboarding Groups is being phased out. In its place, Keka HR has introduced the 'Applies to' criteria within task templates.
Applies to' Criteria:
When creating a task template, users now define the 'Applies to' criteria. This crucial update allows tasks to be automatically triggered based on specific conditions related to:
- Department
- Location
- Worker Type
- Business Unit
This change implies that tasks are no longer mapped to Onboarding Groups but directly to the employees based on their job attributes.
Example Scenario:
Consider different tasks assigned to various departments and worker types. When a new employee is added, Keka's system checks the employee's job attributes. Tasks with 'Applies to' criteria matching these attributes will be triggered automatically. Notably, 'Applies to' doesn’t determine the task owner. The task owner is a separate field within the task template setup.
Automated Trigger and Due Date Configuration:
Users can configure the exact moment a task should be triggered with the 'Triggered when' option, enhancing timing precision. Moreover, the 'Due date' is now relative to when the task is triggered rather than the employee's joining date.
Introduction of Preboarding Tasks:
Previously, tasks were exclusive to Onboarding. Now, tasks for Preboarding have been introduced, meaning that from the moment a candidate accepts an offer, tasks relevant to their pre-onboarding can be triggered.
Migration for Existing Customers:
With the revamp of Keka HR's Task Templates, migration from the old system to the new one has been designed to be seamless and intuitive for existing customers. Here's how the migration process works with an example for clarity:
Previous System Setup: In the previous setup, tasks were associated with Onboarding Groups. For instance:
- Onboarding Group 1 might include Task-1 (Submit ID Proof), Task-2 (Sign Contract).
- Employees would be mapped to these groups, and upon their addition to Keka, the relevant tasks would trigger based on the group they were assigned to.
Migration to the New 'Applies to' System: In the new system, the concept of Onboarding Groups is replaced by 'Applies to' conditions within each task template, eliminating the middle layer for a direct mapping of tasks to new hires.
Example Migration: Let's take an example where Onboarding Group 1 is mapped to all new hires in the Sales Department located in the US Office. Under the new system:
- The tasks previously within Onboarding Group 1 will be migrated individually.
- For each task, the 'Applies to' conditions will be set to match the same criteria that the Onboarding Group had. This means tasks will automatically trigger for new hires in the Sales Department in the US Office without manually assigning them to a group.
- If Task-1 (Submit ID Proof) and Task-2 (Sign Contract) were in Onboarding Group 1, they will now have 'Applies to' conditions set for 'Department: Sales' and 'Location: US.'
Post-Migration Scenario:
- When a new employee named John Doe joins the Sales team in the US, the system checks his department and location.
- It then automatically assigns Task-1 and Task-2 to John based on the 'Applies to' conditions that align with John's attributes.
- There's no need for HR to assign John to a specific onboarding group; the system knows which tasks apply to him.
Additional Considerations:
- During the migration, the system ensures that all existing tasks in progress or scheduled are retained and mapped correctly, so there’s no loss of data or need to re-enter information.
- Task owners, due dates, and any unique configurations in the original setup are preserved and reflected in the new 'Applies to' criteria.
- Keka HR provides support and guidance throughout the migration process to ensure that HR teams understand the new setup and can take full advantage of the enhanced system.
Benefits of the New Task Template System
- It reduces the need for manual task assignments, streamlining the onboarding process.
- It allows for greater customization and precision in task management.
- It adapts to various onboarding scenarios, accommodating the unique processes of different organizations.
In conclusion, Keka HR's updated task template system introduces a significant leap forward in automating and customizing the onboarding and preboarding processes. The platform’s focus on user-friendly design and flexibility ensures that HR teams can efficiently orchestrate a smooth transition for new hires into their roles. Existing customers will find that their established processes are respected and integrated into a more efficient system, while new users will discover a platform ready to adapt to their specific workflows from day one.