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About Task Types
Task Types are used to group and organise tasks based on specific processes or events within your company departmental workflows. They can be linked to specific reference dates (e.g., Date of Birth, Contract Expiry Date). This helps automate the calculation of due dates for tasks, using the selected reference date as the starting point. You can find them in HR > Main > Task Management.
How they Work
Let's say that you have a recurring workflow for your contractors' contract renewal.
You need a list of actions to be taken to address a contract renewal by the time it expires. Assuming that all your consultants are contractors, you would:
Create a task type named Contract Expiry for Contractors and tie it to the Contract Expiry Date.
Selecting the previously created task type (Contract Expiry for Contractors).
Applying it to the 'Consultants' department. E.g. Lita is part of it and her contract expires on June the 20th.
Assigning it to the 1st Level Manager. E.g. Lindsey is Lita's first line manager.
Make the due date 14 days before the task type's 'tied to date'.
Repeat step 2 in full for all the other tasks related to the Contract Expiry for Contractors task type—if needed.
Assign the task templates. The tasks' due dates will be automatically computed as set in the previous steps.
The task was assigned to Lita's manager Lindsey, and the due date's been automatically set to June the 6th—14 days before Lita's contract expiry (step 2d).
Onboarding and Offboarding Default Task Types
When creating a new task type for the first time, you might have noticed that there are two default task types within the system: Onboarding and Offboarding.
These refer to structured events of the same name, which usually are covered by all companies.
You can use them exactly as described above. However, there are a few key differences worth noting for better understanding:
They can't be deleted or modified.
They are related to the Onboarding and Offboarding automated processes.
The Onboarding task type is tied to the employment date by default.
The Offboarding task type is tied to the termination date by default.
What do we mean by 'Onboarding and Offboarding Automated Processes'?
When creating or terminating an employee from HR > Employees, Indigo asks if you want to start the Onboarding or Offboarding process.
If you select Process—and the Onboarding or Offboarding default task types are assigned to templates—the tasks will automatically be assigned accordingly and will show in the employees' Employee Portal.
Due dates will be computed based on how the templates tied to the task types are set up (as explained in step 2d).
⚠️ Please note that this automatic task assignment only occurs for those tasks whose task type is one of the default ones. All the other task types won't be triggering any automatic task assignment.
Creating Task Types
Go to HR > Task Management > Task Types.
Select ➕ Add New at the bottom right of the page.
The Create Task Type modal will open.
Enter a name and a description in the respective mandatory fields.
From the Tied To dropdown, choose a date type (e.g. Date of Birth, Employment Date etc.) if needed otherwise leave it as None.
The Active switch is toggled on by default.
This will make it available for selection at the task creation and as a tab in the All Tasks section.
Click on Save at the bottom right corner.
Editing and Deleting a Task Type
There are two buttons next to each task type: ✏️ Edit and 🗑️ Delete.
Edit Task Type
Clicking on the ✏️ pencil icon will open the Edit Task Type modal.
Modify the task type as needed and click on Save when satisfied with your changes.
Delete Task Type
Selecting the 🗑️ trashcan icon will prompt the Task Type Deletion modal. Click on Delete if you wish to proceed with the task type deletion.
Remember that if the task type is associated with an existing template or task, you can't delete it and an error message will show when attempting to do so.
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