Todo lists are how Work Tyme takes care of on-boarding for employees. You set up todo list templates for each department in your company and then these are applied to the respective employees.
The first step in creating your tdo list templates is to upload any documents that will be required for your employees to read and/or sign off on
To add documents to your Work Tyme account that can be utilized for todo lists click on the menu item labeled “Administration”, then the option labeled “Todo lists” and finally “Files”. The “Administration” menu is only visible to the admins in your account (see user types for more information).
To add a file for use in todo templates click on the button titled “Upload new file” located above and to the left of the table. Select the PDF you would like to upload and Work Tyme will upload the file and add it to the list.
To remove a file click on the trash bin icon to the right of the file name and confirm your action
Making changes to todo list templates
To make changes to your departmental todo lists click on the menu item labeled “Administration”, then the option labeled “Todo lists” and finally “Department templates”. The “Administration” menu is only visible to the admins in your account (see user types for more information).
Next click on the name of the department you would like to make changes to.
The top section pertains to who should be alerted if there are employees with unfinished todo items in this particular department. Select the employee you would like to receive alerts from the drop down list and then click on the button titled “Enable alerts” to add them to the list. To remove an employee from the list click on the trash bin icon to the right of their name.
The lower sections is where the different todo list items are defined. To add a new item click on the button on the bottom left titled “Add Field”. If you wish to change the order of the items use the up and down arrows located to the right of each item to adjust their locations. If you would like to delete an item click on the red X located to the right of the item.
- If you would like the todo item to be a simple check box that the employee is required to check off, simply fill in the “Field Name” field. This can be used for an item such as “Provide accounting with a VOID check”.
- If you have a document that the employee must read fill in the “Field Name” field and then click on the button titled “Add file”. In the row that appears use the first drop down list to select the file you uploaded earlier. Next specify that the employee does not need to sign off. And lastly specify the language of the document.
- If you have a document that the employee must read and sign off on, fill in the “Field Name” field and then click on the button titled “Add file”. In the row that appears use the first drop down list to select the file you uploaded earlier. Next specify that the employee does need to sign off. And lastly specify the language of the document.
If you have uploaded multiple copies of the document in the other languages that Work Tyme supports you can click on “Add file” again and add in line items for each of the languages
Located below the “Field Name” property is a drop down list that lets you select when you wish for this todo item to be made available to new hires. The options currently available are; immediately, 2 months after hire, 3 months after hire, 5 months after hire, or in 6 months after hire. If you require additional options please contact us.
Completing todo list items
If an employee has unfinished todo item they will notice a notification icon on the top right of the screen when they log into the web portal
They can either click on this notification icon or use the menu on the left and click on “Todo” to bring them to their own todo list
To complete a check box item simple click on the check box to mark it completed.
If the item has a document attached that does not require a signature the employee needs to click on the link to the document. This will open the document for them to read and mark the item as completed.
If the item has a document attached that requires a signature the employee needs to click on the document. This will open the document for them to read. Once finished they will need to use their mouse to sign off in the signature box and click on the button titled “Save signature” to save their signature and mark the item as completed. They will be asked to confirm they have read and agree to the document before the signature will be saved.
Note: the language of the document that is linked for the employee is based on their preferred language saved on their employee profile
Accessing signed documents
If you are an admin you are able to download a copy of the signed documents for each employee by visiting their profile page
Notifications of incomplete items
Each Monday morning Work Tyme will compile a list of all the unfinished todo list items and email the people designated to be alerted