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Tasks, messages & reports

Guides for “Tasks, messages & reports” in : step by step, with the place in the menu, the steps and the limits.

Tasks, messages & reports

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Tasks, messages & reports

8 guides

Task (detail)

My tasks › click a task

Shows a single task with description, assignee, due date and status. Here you change the status, write comments and attach files.

Step by step

  1. In “My tasks” click the task.
  2. Under “Status” choose e.g. “Start working”, “Done” or “Cancel”; “Reopen” reopens a completed task.
  3. Under “Comments” enter a text and click “Save comment”.
  4. Under “Attachments” choose a file (PDF, image, Word, Excel) and click “Upload”.
  5. Use “My tasks” at the top left to return to the list.

Workflows

My tasks › button “Workflows”

Tasks in a fixed order: a step becomes active only when the previous ones are done – e.g. HR opens, IT sets up PC and access, the department head the workplace. Here you create templates (onboarding, offboarding, free) and start workflows for a person.

Step by step

  1. In “My tasks” click “Workflows”.
  2. Under “New template” enter a name and the “Type”, add steps with “Add step” and click “Save template”.
  3. Under “Start workflow” choose the “Template”, optionally the “Person” and the “Reference date”, then “Start workflow”.
  4. Follow the progress under “Workflows”.

Open items

HR | base › People › Follow-ups

All open items from the joining and leaving checklists of all people, grouped by due date. Items can be ticked off, reopened and assigned to people here.

Step by step

  1. Open “Follow-ups” in the menu.
  2. Filter by company, “View for” (role) and “Assigned to”, then click “Show”.
  3. Work through and tick off the items under “Overdue”, “This week”, “Next week” and “Later”.
  4. Assign an item to a person; they receive an email and see it under “My tasks”.
  5. Use “Show recently completed” to display items completed recently.

Complete open items directly

HR | base › People › Follow-ups

In open items, open entries offer the same document and email actions as the personnel file, for example receipt, parking permit, pension fund notification or the prepared email to the responsible function.

Step by step

  1. Open the open items and choose the company and “View for” if needed.
  2. For the item, choose “Email”, check the preview and open it in your mail program, copy it or send it directly.
  3. Document actions such as “Receipt” open the matching form for the person.
  4. Tick the item once it is done.

New announcement

HR | base › Communication › Announcements › New announcement

Sends an announcement to the portal and as a push notification to the app: as information, asking for feedback (👍 / 👎) or as a per-day availability request, optionally marked important, with read confirmation, attachments or at a later time. Afterwards the announcement shows under “Read” who has read it, plus feedback and reported availability; the “Announcements” page lists the announcements sent. The recipient count is shown and announced once before sending, distinguishing all recipients from a selection.

Step by step

  1. In “Announcements”, click “New announcement”.
  2. Under “Type”, choose information, ask for feedback or ask for availability (for the request, set “Request from” and “Request until”).
  3. Enter the “Title” and “Text”.
  4. Under “Recipients”, choose “All employees” or “My whole team”, or “Selection” (companies, departments, individual people); the line “Reaches … people” shows the number.
  5. If needed, tick “Mark as important”, “Request read confirmation”, “Send later” with “Send on”, and add “Attachments”.
  6. Optionally choose “Also by SMS to recipients with a mobile number”, if needed “Only to recipients without email”; the line below shows the number, SMS parts and cost.
  7. Click “Send announcement” or “Schedule”.

Create survey

HR | base › Communication › Surveys › Create survey

Creates an employee survey as a draft: title, introduction, closing date, anonymous or named, target group (everyone, companies, departments) and questions of five types. New surveys start with three example questions; a draft can be edited freely until it is started.

Step by step

  1. In “Surveys”, click “Create survey” (you change a draft from its results page with “Edit”).
  2. Enter the “Title” and, if needed, an “Introduction” and “Open until”; leave “Anonymous” ticked or untick it for a named survey.
  3. Under “Target group”, choose “All employees” or specific companies or departments.
  4. For each question, choose the type (scale 1–5, choice, multiple choice, free text, recommendation), enter the text, for choices the options separated by commas, and tick “Required question”; add more with “Add question” or “Recommendation (eNPS)”.
  5. Click “Save as draft” or “Save draft”; the results page then opens, where you start the survey.
  6. Review the questions, options, target group, number of people with access and deadline in the draft. Confirm the start in the app dialog. Required questions are identified by their number.

Survey results

HR | base › Communication › Surveys › All surveys

Controls a survey and shows its results: start or delete a draft, remind or end a running survey, delete an ended one. It also shows the response rate in per cent and, per question, the average, distribution, eNPS with detractors, passives and promoters, and free-text answers, optionally as a CSV export. The “All surveys” list on the “Surveys” page leads here.

Step by step

  1. In “Surveys”, click the survey under “All surveys”.
  2. Release a draft with “Start survey”; everyone invited receives an email and a push notification.
  3. While the survey is running, use “Send reminder” to remind everyone who has not yet taken part.
  4. Close it with “End survey”; read the results per question and, if needed, download the “CSV export”.

Reports

HR | base › Administration › Reports

Shows HR key figures without personal data for a period: headcount, joiners and leavers, turnover rate, years of service, management share, headcount per company and department, open items per role, applications, and absences and extra-time balances. Everything can be exported as CSV or Excel.

Step by step

  1. Open “Reports” in the menu.
  2. Choose the period with “From” and “To” and, if needed, a “Company”.
  3. Click “Show”; the tiles, charts and tables are recalculated.
  4. Download the figures shown with “CSV” or “Excel” at the top right.

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