Completing a Checklist
What is a Checklist?
From time to time, your company's Admin Users in HR Partner may send you a sequence of tasks for you to check off and mark as completed. These are called Checklists. Checklists can be used for things like:
- Onboarding - getting started with your new company and team
- Completing new Training that has been assigned to you
- Safety and Policy Audits
These Checklists can be very important for things like quality assurance and corporate governance that may require Employees to undertake certain tasks to comply with legal requirements.
Checklists that are sent to you may be comprised of a number of 'task items', which can be any of the following:
- A simple checkbox which you can click to mark that you have either done or completed the task item,
- A link to an external site (e.g. a training site or registration site) that you will need to click on and visit before marking the task item complete,
- A link to an internal company document (e.g. a procedure manual or company handbook) that you will need to click on and view before marking the task item as completed,
- A spot to upload a file (e.g. a filled in tax declaration or expense request) against the checklist item before you can complete it (Note: File uploads may be mandatory or optional so be sure to follow the directions within your assigned Checklist),
- A requirement to complete an internal company Form,
- The option to electronically sign a document, policy or PDF.
Checklists that have been sent to you may consist of a single task items or to a dozen or more items of the above type that you will have to complete in a timely manner.
How do I know when I have a Checklist to complete?
As soon as your company's Admin User sends you a a new Checklist to complete, you will get an email notification that contains a direct link to log into your Employee Portal and to complete your assigned Checklist:
The email will show you any custom message that the Admin User has included with the Checklist, as well as a summary of the items that you will need to check off. You will not be able to complete the Checklist Items from inside the email. You will need to log in to your Employee Portal in HR Partner in order to complete your Checklist.
If you did not readily receive an email once a Checklist has been assigned, please log into your ESS Portal and double check that your email is listed correctly in the My Profile area. You'll also be able see your Checklist and its status from within your ESS Portal. There is a 'Checklist' area on the left hand side navigation menu, there is a 'Complete Checklist' shortcut button towards the center of your screen and there is a full list of Active Checklists on your home page.
Completing Your Checklist
In order to check off (or uncheck) any items on your Checklist, you will need to log in to your Employee Portal in HR Partner. You should have received your login instructions from your company's Admin Users already, so if you do not have them, please contact your company admin to get your login details.
Once you have logged in to the Employee Portal, you can see your Active Checklists listed on your home page. You can also click over to the Checklists area on the left hand side:
You can see in the example above that Tucker Bogle has a few Checklists that have been assigned to him that he will need to complete before the orange notification number disappears.
Once you've clicked into the Checklists update screen, the process of completing a checklist is very simple. Just click on the circular checkbox button to 'tick' or 'untick' that Checklist Item.
There may be Checklist Items that require that you complete a task, upload a document, sign a policy or complete a form BEFORE the checkbox symbol is activated and can be 'checked off', so be sure to complete any associated tasks that are assigned within that Checklist.
No need to save your Checklists! As soon as you place a check in the checkbox, they are saved automatically.
There may be a time when the checkbox turns yellow and not green. A yellow checkbox means that an Admin User needs to also check off on this item. Perhaps you've signed a document and now another Admin User must also sign off on their part. If you tick a box and it turns yellow, you've done everything that you can and have completed your part of the Checklist!
Monitoring Your Checklists
At any time, you can log in to your Employee Portal and click on the 'Checklists' menu option on the left hand side to see a list of all the Checklists that may be active for you at the current time.
You will always be able to see if you have Checklists that are awaiting completion. Once you have checked off all the items, the Checklist should generally say 'Complete' under the Progress column.
Please note that you may receive daily reminders from our system if you have incomplete Checklists that are outstanding. We don't mean to nag, but given the importance of some of these Checklists, we think it is important that we bring them to your attention until you complete them.
In the rare cases where the Admin User has not yet completed their own assigned Checklist task items, you may still receive Checklist email notifications. In these instances, we recommend that you speak with your supervisor to see if they are able to complete any outstanding items that are not visible to you and mark the Checklist as 'Completed'.
Frequently Asked Questions
Q. I cannot click the checkbox next to a checklist item as it is greyed out?
This is possibly because the checklist item needs a file to be uploaded against it, and your Admin User has marked it as a 'mandatory upload'. In this case, you will need to upload at least one file against the checklist item before you can check it off.
Q. I have checked off ALL the items on my Checklist, but when I look at my list of all Checklists, it still says 'Incomplete'?
This is because your Checklist may have some 'hidden' checklist items that only your Admin User can check off, or else, some of the checklist items you ticked off may need to be verified by an Admin User as well. This is common for uploaded files where an Admin User will have to check the file to ensure it is relevant and complete before they can allow the checklist item to formally be marked as completed.
If your Checklist still says 'Incomplete' after a few days of you completing it, we strongly suggest you speak to your HR Partner Admin User or your supervisor to ask them to examine the Checklist from their end in order to complete it.
Q. I keep getting reminder emails in my Inbox every day to complete a Checklist!
This can happen if you still have an incomplete Checklist in the system. To fix this, you simply need to log in to your Employee Portal and mark ALL items on the Checklist as completed.
In SOME instances, you may have already done this, but still keep getting the reminder emails. This is because the Admin User in your company has some hidden checklist items that only they can complete, or else they still have not verified one or more checklist items that they need to double check. We suggest in these cases that you contact your HR Partner Admin User to encourage them to finish off their checklist items too.
Q. How do I let my manager know when I have completed my Checklist?
You don't have to worry about this at all. The system is totally automated, so as soon as you check off the last item in a Checklist, your Admin User in charge of this list will automatically be alerted that you have completed everything that you need to do, and they will be asked to complete any additional tasks that they need to, or to double check any tasks that you have marked complete.
Q. I accidentally checked an item as 'completed' when in fact I haven't completed it. How do I uncheck it?
This is simple. Just click within the checkbox next to the item again. This will remove the check mark in the box and flag the item as incomplete again.