When creating a flow in Onboard, you can add internal tasks for your users to complete, along with worker-facing tasks completed by the worker in their Worker Portal.
Internal tasks can be used to review submitted information or to direct users to complete an action outside of Fountain. Users will complete these tasks either on the Onboard Dashboard or within a Worker’s Profile.
Interested in using internal tasks and the Onboard Dashboard? Reach out to your Fountain Customer Success Contact or [email protected] to enable them in your account.
Create a Flow with Internal Tasks
To create a new onboarding flow, follow the steps below:
In the left side panel, click Onboard. Then click Flows and tasks.
Click Add Flow towards the top right.
On the Flow Details page, type a Flow Name, Task Flow Type, and Description.
The name should be a concise but clear name that represents the purpose and internal audience of the flow. Example: Hiring Manager Training Certification Review.
For the Task Flow Type, you can choose between preboarding, onboarding, or test. Test can be used if you want to create a test flow before officially finalizing it to send to your users or workers.
The description will be visible to workers in their Worker Portal if you include worker-facing tasks.
Click Next.
Click Add a task and select either the External action or Review data Internal Task.
External action is used for directing your users to complete the action outside of Fountain. For example, the user needs to host a training with the new hire and then indicate in Fountain when the training is complete.
Review data is used to review worker information in Fountain. For example, you may want your user to confirm that the worker’s name and address are correct.
After adding the task type, you’ll also need to complete the following:
Title: A concise but descriptive name that gives your users a clear idea of what the task entails.
Assign task to: Used to assign the internal task to either all users, specific user(s), the Opening owner (if using Fountain Hire), or the Supervisor.
Assign internal task to user when: Here, you will decide when users complete the internal task based on the worker’s actions in their Worker Portal.
Select from either “when worker is assigned the flow”, “when worker completes all assigned tasks”, or “when worker completes a specific task”. If you choose “when a worker completes a specific task”, you will then select the task that the worker must complete in an additional field.
Attributes to review: This field is only required for the Review data internal task type. Select the attribute(s) that the user should review.
Task instructions: Clear instructions for the user on what they need to do to complete the internal task.
External link: This field is only required for the External action internal task type. An optional field where you can put a URL to the location the user should go to complete the action required for the external task.
Add any additional tasks if desired. You can add both worker and internal tasks within the same onboarding flow.
If you have multiple tasks in one flow, you can also decide if you want the user/worker to complete the tasks in the order listed by checking the "Tasks must be completed in order" box. If the tasks are not listed in the order you'd like, simply click the task box to drag and drop it into a different order.
Click Next.
Select the workers or segments for this flow.
Important note: If the tasks in the onboarding flow are only internal tasks, you will still need to select workers on this screen. The selected workers' actions in their Worker Portal will dictate when the internal tasks become visible for your users based on the prior setup explained in step 6.
Click Next,
Decide the communication method for this flow. You can send a text, email, or both. You can also customize the messages sent on this page.
Fountain will provide a standard message template and will default to sending both an email and an SMS to workers.
Set any deadlines, reminders, or set up additional options.
Additional options include the ability to set up a Redirect URL. This can be useful to redirect workers into other systems that aren't currently supported as tasks, such as to a website where users can securely enter their bank account information if you are also including worker tasks in this flow.
Ensure that the URL is in this format: https:://example.com
If this is left blank (the default), then workers will be directed back to their Worker Portal task list after completing this flow if you are including worker tasks in this flow.
Click Publish and send notifications. Your onboarding flow with internal tasks is now created!
Completing Internal Tasks
There are two places users can complete internal tasks. Either on the Onboard Dashboard or within the Worker’s Profile.
Onboard Dashboard Navigation
To access the Onboard Dashboard, click Onboard in the left side panel and then Dashboard. Here you’ll see a number of tiles of information and filters.
To change the date range for the information on the dashboard, click the dates filter at the top. To view a specific job or location, use the Job and Location filters towards the top right. All jobs and locations will be selected by default.
Next, you’ll see 5 tiles:
Overdue: Lists the number of internal tasks that are overdue to be actioned.
Completed: Lists the number of internal tasks that were completed.
In Progress: Lists the number of internal tasks that are currently in progress.
Not Started: Lists the number of internal tasks that are assigned to a user but haven’t been started yet but are not yet overdue.
Tasks Pending: Shows a list of actions that must be taken by the users, including internal tasks and other critical actions like adding a missing start date for workers.
Finally, at the bottom, you’ll see workers listed based on their start date. This view can be changed from a list view to a calendar view in the top left corner of the bottom section. You can also change the status view at the top left. Move through the pages of workers by using the arrows in the top right corner.
For each worker, you’ll see their name, role, and location, as well as how many tasks they’ve been assigned and how many of those tasks they’ve completed. This is accompanied by a progress bar.
Click a worker’s name to open details for that worker, including the specific tasks assigned, their contact information, worker attributes, and the ability to message or take general actions on the worker. If there are internal tasks related to this worker, a number will be listed in the “To review” tile in this snapshot screen.
Completing Internal Tasks
To complete internal tasks on the dashboard, click the See all link in the tasks pending tile. All workers' internal tasks will be listed on the left. Review the instructions in the middle section and then click Complete task when the review or action has been completed. You will be automatically brought to the next worker’s pending internal task.
Worker Profile
To complete internal tasks through the Worker’s Profile, click Workers in the bottom left corner of the side panel. Then scroll or search for the worker. Click their name to open their Worker Profile.
On the right, click the Onboard tab. All worker and internal tasks will be listed. Any internal tasks that have not yet been completed will have a Complete task button. Click this button to complete the task.
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