Keka HR's recent updates to the Task Templates system bring greater flexibility, automation, and customisation to your Preboarding and Onboarding workflows. These changes are designed to simplify task management, eliminate manual mapping, and make task assignments more dynamic based on employee attributes.
This article outlines what's changed, how the new system works, and how existing customers are being migrated without disruption.
From Task Lists and Onboarding Groups to 'Applies to'
Keka has moved away from the older method of grouping tasks into Task Lists and assigning them via Onboarding Groups. Instead, each task template now includes an ‘Applies to’ condition—allowing it to be assigned directly based on job-related attributes of new employees.
This removes the middle layer (onboarding groups), giving you more control and reducing manual intervention.
'Applies to' Criteria
When creating a task template, you now define ‘Applies to’ criteria to determine who the task should be assigned to. You can target based on:
Department
Location
Worker Type
Business Unit
These filters ensure that tasks are automatically triggered only for relevant employees.
Important: The task owner (the person who will complete the task) is configured separately from the ‘Applies to’ setting. The system determines who receives the task based on criteria, but not who performs it.
Example Scenario
Let’s say you’ve created tasks for new hires in different departments and roles:
Task 1: Submit ID Proof
Task 2: Sign Contract
If you configure Task 1 and Task 2 with Applies to = Department: Sales, Location: US, then when someone joins with those job attributes, both tasks will be assigned automatically—no need to assign them manually or map them to a group.
Automated Trigger and Due Date Configuration
Each task template now allows precise timing setup using:
Triggered When: Set the exact stage (e.g., after offer acceptance) when the task should go live.
Due Date: Defined relative to the task trigger, not the employee’s joining date.
This means task timing can now align better with your hiring timeline and processes.
Introduction of Preboarding Tasks
Previously, tasks were only available during the Onboarding stage. With this update, you can now assign tasks as soon as the offer is accepted—giving you full control over the Preboarding phase.
Use this for tasks like:
Document collection
Equipment requests
Policy acknowledgements
Migration for Existing Customers
If you're an existing Keka customer, your current setup will be automatically migrated to the new system. Here’s how the migration works:
Previous System Setup
Example:
Onboarding Group 1 included:
Task 1: Submit ID Proof
Task 2: Sign Contract
This group was assigned to Sales employees in the US Office
New System (Post-Migration)
Each task will now carry its own ‘Applies to’ criteria:
Task 1: Applies to → Department: Sales, Location: US
Task 2: Applies to → Department: Sales, Location: US
This ensures the same tasks go to the same type of employees—but without needing an onboarding group to assign them.
Post-Migration Scenario
Imagine a new hire, John Doe, joins the Sales team in the US. Based on his job attributes:
The system checks all task templates.
Tasks with matching ‘Applies to’ criteria (Sales + US) are automatically assigned to John.
There's no need to assign John to a group—tasks are mapped instantly.
Additional Considerations
During the migration:
No data is lost: All tasks in progress or scheduled are preserved.
Task ownership and due dates are retained: Your original configurations carry over.
You’ll receive support: Keka’s team provides guidance and documentation to help you transition smoothly.
Benefits of the New Task Template System
No more manual mapping: Tasks are directly tied to employee attributes.
More precise control: Use department, role, or location filters to customize who receives what.
Adaptable to your structure: The system supports varied workflows and scales easily across teams.
Conclusion
Keka HR’s upgraded Task Templates system replaces outdated task grouping with a smart, automated, and scalable solution. With ‘Applies to’ filters, preboarding task support, and seamless migration, the platform empowers HR teams to streamline their processes—while ensuring a personalized and timely onboarding experience for every new hire.
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