Purpose
This article covers the three ways to assign a task, what the assignee receives, and how a task is marked complete by the assignee or by you on their behalf. Create the tasks first in the Task Library (Setting Up Onboarding and Offboarding Tasks); this article starts from an existing task.
Who can do this: two separate permissions are involved, and a role can hold one without the other. The Task Library company-access permission covers the library and assigning from it. A second, employee-level permission covers assigning tasks on an individual employee's record. The Employer Administrator has both; a custom role gets only what you grant it. See Understanding Roles and Access. Employees and Prospective Employees complete their own tasks and cannot create or assign any.
Three ways to assign a task
1. While setting up self-onboarding for a Prospective Employee
The Tasks step of the self-onboarding wizard lists your onboarding tasks. Tick the ones this hire needs and point each at the prospect (they complete it inside their onboarding journey) or at a team member (it appears in that person's My Tasks). See Inviting a New Hire to Onboard Themselves.
2. From the Task Library, to one or many employees
- Go to Tasks > Task Library and open the tab for the task type.
- On the task, open Actions and choose Assign.
- Select one employee, or several at once. A compliance training or a policy acknowledgement can go to the whole workforce in one action.
- Set the due date and confirm.
3. From the employee's record
Open the employee from the Employees list, go to the tasks area of their record, and click Assign Ongoing Tasks, Assign Onboarding Tasks or Assign Offboarding Tasks. In the pop-up, select the task, the assignee and the due date.
Note: Older guides call this area the HR Functions tab. The current left navigation also exposes the top-level Tasks menu. If you do not see a tasks tab on the employee record, use the Task Library route above; the result is the same.
What you set at assignment
| Field | What it controls |
|---|---|
| Task | The library task to copy. Each assignment is an independent copy with its own status and due date. |
| Assignee | Who must do the work. Defaults to the assignee stored on the task (the employee, their Reporting Manager, or a named colleague) and can be changed here. |
| Due date | When the task should be done. For onboarding and offboarding tasks UZIO proposes a date from the task's default rule (a number of days or weeks before or after the reference date); you can overwrite it. |
| Mandatory document | Inherited from the task. When set, the assignee must upload a file before Mark Complete is accepted. |
What happens next: the assignee receives the email New Task(s) Assigned with a View Tasks button. If they have not registered on the portal yet, the button opens the registration page instead.
Completing a task
By an employee
- In the Employee Portal, open My Tasks from the Quick Links on the home page, or open the item from Your Action Needed.
- On the Pending tab, click Mark Complete for the task. Add a comment if something needs explaining.
- If the task requires a document, click Upload Document first. The task cannot be completed without it.
By a Prospective Employee
Tasks assigned to a prospect appear as a step inside their self-onboarding journey, not in My Tasks. The prospect clicks Mark Complete on that step. You can see and act on the same task from the employer tracking view at any time.
By you, on the assignee's behalf
Open the task from the tracking view (Tracking Who Has Finished Their Tasks) or from the employee's record, open Actions and click Mark Complete. Use Upload Document first if the task requires one. Completing on behalf is the right fix when the work was done but the assignee has left, or when the assignee is a prospect who never registered.
What happens next: the task moves to completed with today's completion date. Everyone on the task's notify-on-completion list receives the email [First name] has completed a task, which includes the task name, who it was for, and the comment if one was added.
Common problems
The assignee says the task is not showing
Check three things. First, was it assigned to a Prospective Employee? Their tasks sit inside the self-onboarding journey, not in My Tasks, until they are onboarded. Second, has the assignee registered? Unregistered assignees receive the email but see nothing until they register through the link in it. Third, was the task assigned to a different person by default? Onboarding tasks often default to the Reporting Manager or a named colleague, not the new hire. Check the assignee in the tracking view.
I assigned it to the wrong person
Delete the assignment from the tracking view and assign the task again to the right person. Each assignment is a separate copy, so deleting one does not affect the library task or other people's copies.
The employee cannot mark it complete
If the task has a mandatory document, Mark Complete is blocked until a file is uploaded. Ask them to use Upload Document first, or upload it yourself from the employer side and complete the task on their behalf.
The task is past due
A past-due task can still be completed. Nothing is locked. Use Send Reminder in the tracking view to email the assignee, or complete it on their behalf if the work is done.
I need one task on everyone's list
Assign from the Task Library and select multiple employees in the same action. You do not need to open each employee record.
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