DocumentationOnboarding and probation
Tasks
Where tasks appear, what each status means, who can start, finish, block, skip or reassign them, and how unassigned tasks are surfaced instead of forgotten.
Documentation (17)
Every task in DayOneFlow belongs to one new hire’s journey and has one owner: the new hire, the HR team, the manager or a named member. You see tasks in two places: the Tasks page in the navigation, and the Tasks tab of each new hire.
Task lists
| List | Shows | For |
|---|---|---|
| My tasks | Tasks assigned to you — and, if you are in the HR team, the HR team’s tasks. | Everyone |
| HR queue | HR team tasks, and tasks nobody can act on yet. | HR and admins |
| My team | Every task of the new hires you manage. | Managers |
| All tasks | Every task in the organization. | HR and admins |
The HR team is your HR members, or your admins if you have none. HR tasks belong to the team as a whole, so every HR member sees them under My tasks. Filter by status (Open, Overdue, Blocked, Done or skipped, All), due dates and new hire. Lists show the earliest due first, 50 per page. Members see only their own tasks, with the new hire’s name, job title and start date — no contact details.
Statuses and actions
A task is To do, In progress, Blocked, Done, Skipped or Cancelled. An open task past its due date (in your organization’s time zone) is also marked Overdue.
| Action | Does | Who | Needs a reason |
|---|---|---|---|
| Start | To do → In progress | Owner, HR, admins | No |
| Mark done | Open → Done | Owner, HR, admins | No |
| Blocked… | To do or In progress → Blocked | Owner, HR, admins | Yes |
| Unblock | Blocked → In progress | Owner, HR, admins | No |
| Skip… | Open → Skipped (not needed) | HR, admins | Yes |
| Cancel task… | Open → Cancelled (final) | HR, admins | Yes |
| Reopen… | Done or Skipped → To do | HR, admins | Yes |
| Reassign… | Gives an internal task to a named member | HR, admins | No |
- Repeating an action — a double click, or two people at once — applies it once; the second person is told the task changed.
- Reasons are visible to staff only. Every change is recorded in the audit trail; HR acting on someone else’s task is recorded as such.
- Review tasks are completed by submitting the review, not with Mark done. See Review check-ins.
- Tasks of a closed journey (cancelled, ended or confirmed) can no longer change.
Unassigned tasks
A task that nobody can do yet is never dropped. It shows why, and it lands in the HR queue:
- “Unassigned — this new hire has no manager”: set the new hire’s Manager (their manager tasks move to that person automatically), or reassign the task.
- “Unassigned — the assigned person is no longer a member”: reassign the task to an active member.
Unassigned tasks before the first day also appear in joining readiness, with “No owner — HR to assign”.
New-hire tasks
Tasks done by the new hire live in their portal: they mark actions done, confirm acknowledgements, submit their details and upload files. Staff see their progress on the new hire’s Tasks tab. See The new-hire portal.
- Steps in the Day 1, First week and Probation stages open on the start date: before it the new hire sees them as “From your first day” but cannot mark them done.
- Upload steps stay open while the journey runs, so a document that arrives late — such as a relieving letter from a previous employer — is still uploaded by the new hire.
Documents
Every document a new hire uploads waits for HR’s check. On the new hire’s Documents tab, each upload step shows its files and where it stands — not uploaded yet, waiting for your check, accepted, or new copy requested:
- Accept marks the document checked. The new hire can no longer change the files of an accepted step.
- Ask for a new copy… with a short message reopens the step. The new hire sees your message on the step in their portal and gets an email that links straight to it — the message itself stays out of the email. When they upload again, the step waits for your check again. You can also ask after accepting, for example when you notice an expiry date.
- The HR team is told when uploads are waiting: a notification in the app and one email per new hire, sent a few minutes after the first upload and listing every document still to check. The Documents to check card on the Overview and the task list show them too.
Reminders
Owners — the named person, or the HR team for HR tasks — are reminded when a task is due within two days and when it is overdue, and critical tasks that stay overdue are escalated to HR and the manager. The exact rules are in Notifications and emails.