Managing Employee Forms, Policies, and Tasks

Overview

Compliance with essential employee forms like TD1 (Canada) or W-4 (U.S.) requires accuracy. Occasionally, employees might submit the wrong form, miss critical details, or fail to upload the document. Correcting these issues is crucial to maintaining accurate payroll and compliance standards.

Common Issues This Article Will Help Address

Employees submitting outdated forms (e.g., previous year’s TD1 or W-4).

• Missing or unsigned forms.
• Incorrect or incomplete form details.
• Employees are failing to upload/complete documents needed for their profiles.
• Managing updated workplace policies (e.g., social media, dating at work, or health and safety).

This guide provides clear steps to resolve these issues, assign corrective tasks, and ensure organizational compliance.

Creating HR Tasks 

Using HR tools, you can assign tasks to ensure employees complete their required actions.

How to Create a New HR Task Preset

1. Go to the Employees tab.
2. Navigate to HR: Employee Tasks in the left-hand navigation menu.
3. Click Employee Tasks Presets.
4. Under Task Setup, click Add New Task.
5. Click the pencil icon under Edit for the new task.
6. Input the following details:
   1. Task Name: Give the task a descriptive name (e.g., “Submit Updated TD1 Form”).
   2. Task Description: Add a brief explanation (e.g., “Please upload the correct and signed TD1 form to complete your profile.”).
7. Employee Visible: Check whether the task should be visible to the employee after completing it.
8. Type: Select Form.
9. Details: Choose the correct form from the dropdown list.
10. Save the task.

Assigning Tasks

1. Navigate to the Employees tab and select HR: Employee Tasks > Bulk Add Tasks from the left-hand navigation menu.
2. In the Add Tasks dropdown, choose the task you want to assign (e.g., “TD1 Form” or “Acknowledge Workplace Policy”).
3. Use the Positions dropdown to assign tasks to employees in specific roles (e.g., Managers or Hourly Staff), or leave it blank to assign the task to all positions.
4. You can use the Employees dropdown to assign tasks to specific individuals or leave it blank to assign tasks to all employees.
5. Select a Due Date that allows employees sufficient time to complete the task. For most tasks, a due date of 3–5 business days from the assignment is recommended. For more complex tasks, consider extending the deadline to 7–10 business days.
6. Click the green Add Tasks button to finalize the assignment.

Task Reminders & Notifications

Setting up HR task alarms saves valuable time by automating notifications for task completion or upcoming deadlines. Instead of manually tracking individual tasks or following up with employees, alarms empower managers to take direct action, ensuring tasks are completed efficiently and on time.

Studies show that automation in task management can reduce administrative workloads by up to 40%, freeing HR professionals to focus on strategic initiatives rather than manual follow-ups. There are two alarms to help with this. 

• HR Task Completion Alarm: This alarm notifies managers or admins when a task is completed, ensuring compliance without manual checks. It is ideal for critical tasks like tax forms or policy acknowledgments. For detailed steps, check out How To Set Up An Alarm When An HR Task Is Completed.
• HR Tasks Alarm (Days Until Due): This alarm sends reminders a set number of days before a task’s due date, helping managers and employees act proactively to meet deadlines.Check out : How To Set Up An Alarm For An Upcoming Due Date Of A HR Task for detailed steps.

Reporting 

Running the Employee Tasks Report makes it easy to view all completed, in-progress, and overdue tasks in one place, saving you from checking each employee’s profile individually. This streamlined process helps you track compliance and follow up efficiently. Access the artcile: How To Generate An Employee Tasks Report for all the steps you need