Use the onboarding/offboarding checklist feature to support new team members joining the team and to help departing members transition smoothly. flex supports efficient onboarding and offboarding.
To use the onboarding/offboarding checklist feature, you need the [Manage Company Onboarding/Offboarding Checklist Templates] + [Manage Member Onboarding/Offboarding Checklists] permissions.
Joining and Leaving Tabs
Click the [Members] menu on the left, and you will see the [Joining] - [Leaving] tabs. In these tabs, you can see which members are currently onboarding, scheduled to join, or will be leaving soon.
[Joining]: Members whose start date is within up to 30 days from the time of viewing
(Viewing on July 1 → Only members with a start date up to July 30 can be viewed)
[Leaving]: Members who have a departure date set as of the time of viewing
(👉🏻 See the Resignation / Leave of Absence guide to learn how to process departures.)
Click on the name of an incoming new hire to view their organization and start date.
[Requested Information] refers to the information the admin requested when sending the invitation email template to the member. Click to see what information and documents were set as required submissions!
🧐 Can I change the information and documents requested from a member?
If the invitation email template has already been sent, changes are not possible. You will need to delete the member, re-register them, and resend the invitation email template with a new selection.
Checklist Templates
To make use of the onboarding/offboarding checklist feature, configuring [Checklist Templates] is essential.
When a new hire or departing employee is registered, if you set up a list of recurring tasks, a 'task request' will be automatically sent via flex to the assigned persons at the designated time.
You can use this feature in various ways — for example, sending a document creation request or task to a probationary member's team lead before the probation period ends to write a review evaluation, or requesting that a one-on-one meeting be conducted and uploaded to flex :)
Click [Members] → [Joining] or [Leaving] in the left menu, then click the [Checklist Template] button in the top right.
You can view the joining and leaving templates separately.
If you previously added task and document creation request items based on start date or departure date in the [Auto-send] menu, you can find them in each respective template.
Click the [Add] button in the top right of the template to add a task or document creation request.
A task is a simple task request.
A document creation request allows you to request the completion of a workflow document in a designated format, such as a resignation letter.
Click [Recommended Tasks & Requests] to add flex team-recommended tasks to the template.
For example, if you add [Send Welcome Kit], a flex-recommended task, a task request will be sent to the selected assignee on the specified request date, including the new hire's information, asking them to complete the task by the due date.
1. Select the member responsible for the task
You can select multiple assignees or an entire organization. If multiple assignees are selected, the task is only marked as complete when all assignees have completed it, just like a regular task.
If an organization is selected, all members (assignees) within that organization must complete the task before the task status changes to complete.
2. Select the request date
Select the 'request date' on which the flex task request will be sent to the assignee. You can set the request date 1–3 weeks before or after the start date, or enter the number of days directly.
3. Select the due date
Select the 'due date' by which the assignee must complete the task. You can set the due date 1–3 weeks after the request date, or enter the number of days directly.
4. Share new hire information
You can select the 'new hire information' that the assignee needs to know in order to carry out the task. The available items are based on what has been entered in the member's profile.
If you need to change the assignees or request/due dates for all configured tasks at once, you can bulk update or bulk delete the information.
If you enable the [Auto-add Template Option] at the top of the template, the checklist template will be automatically added whenever a new hire or departing employee is registered.
If the option is turned off, the template will not be automatically added even when a new hire or departing employee is added. However, an admin can still manually select and add it as needed.
🧐 I changed the checklist template after registering a member — will it be applied retroactively?
If you change the template after a member has been registered, the tasks will not be reset to the new template.
If needed, please manually add tasks to the already-registered new hire's checklist.
Setting Tasks for New Hires and Departing Employees
Go to the [Members] menu on the left → navigate to the Joining or Leaving tab to view upcoming new hires and departing employees.
Members shown as [No Tasks] means that the auto-add template option was disabled when the member was registered, so tasks were not automatically created.
Members shown as [In Progress] means that tasks were automatically created by enabling the auto-add template option, or an admin manually added tasks.
Members shown as [In Progress !] means there are incomplete tasks whose deadlines have passed.
If you click on a member who has no tasks created, you will see an empty screen.
Click [Onboarding Checklist Template] to create tasks based on the template you previously configured, or
Click the [Add] button in the top right to manually add a task list.
If tasks have already been created or newly added, you can check the progress as shown in the image below.
Pending: The task request has not yet been sent to the assignee. Hover over a pending item and click [Request Now] to send the task request immediately.
In Progress: The task request has been sent to the assignee and is underway. If there are 2 assignees, it will be shown as In Progress (0/2). Hover over an in-progress task and click [Mark as Complete] to change the task status.
Completed: The assignee has completed the requested task.
Click on tasks with the same status to send them immediately or bulk change their status to Completed.
🧐 If the assignee is the primary team lead, who receives the task request?
The task request is sent to the new hire's primary team lead. When registering the new hire's information,
if you set [Organization] under [HR Information], the team lead of that organization becomes the new hire's primary team lead.For more details, please refer to Understanding the flex Approval Structure!
Checking Task Progress Status
You can check the progress status of tasks in the [Progress Status] column within the Joining and Leaving tabs.
No Tasks: No tasks have been registered yet for this member's onboarding/offboarding preparation.
In Progress (3/7): 7 tasks have been registered, and 3 of them have been completed.
Completed: All tasks have been completed and the onboarding/offboarding process has ended.
When all task assignees mark their assigned tasks as 'complete', the onboarding status also changes to 'Completed'.
If the onboarding/offboarding has concluded even though not all requested tasks have been marked as complete, the HR manager can manually change the status to 'Completed'.
Click a task item → Click the item sent to the assignee → You can also communicate with the task assignee via comments within the task.
FAQ
If a member's start date changes, can I adjust the task request date and due date to match the new start date?
If a member's start date changes, can I adjust the task request date and due date to match the new start date?
Yes. If you change the start date in the checklist item, the task request date and due date can be re-adjusted based on the new start date.
Can I change a completed task back to In Progress?
Can I change a completed task back to In Progress?
Once a task has been marked as complete, it cannot be changed back to In Progress.
Click the [Add] button to create a separate additional task!
What do [Not Invited] and [Awaiting Sign-up] next to a new hire's name mean?
What do [Not Invited] and [Awaiting Sign-up] next to a new hire's name mean?
You can check the current invitation status of the member.
Not Invited: The invitation email has not been sent yet.
Awaiting Sign-up: The invitation email has been sent, but the member has not yet accepted it.
Entering Information: The invitation email was sent → the member accepted → the member is currently in the process of entering their information.
No tag: Registration is complete.
Can I further customize the new hire information that is shared?
Can I further customize the new hire information that is shared?
Additional customization beyond what is provided by default is not currently supported. If you have extra information you want to share with the task assignee in advance, please write it in the task body and share it!
I changed the checklist template and settings after registering a member — will it be applied retroactively?
I changed the checklist template and settings after registering a member — will it be applied retroactively?
If you change the template or settings after a member has been registered, the tasks will not be reset to the updated template.
If needed, please manually add tasks to the already-registered new hire's checklist.
I accidentally clicked the onboarding/offboarding complete button — can I undo it?
I accidentally clicked the onboarding/offboarding complete button — can I undo it?
Once a task has been marked as complete, it cannot be changed back to In Progress. If you accidentally marked the onboarding or offboarding as complete, please manually send a task or document creation request to the member to continue the onboarding or offboarding process.
The onboarding/offboarding checklist feature can also be used in the following situations.
The onboarding/offboarding checklist feature can also be used in the following situations.
You can configure it to send a document creation request or task to a probationary member's team lead before or after the probation period ends, allowing you to receive probation evaluations via workflow documents.
You can send a task request to the probationary member and their team lead before or after the probation period ends to schedule a one-on-one meeting.
The onboarding/offboarding checklist feature is highly flexible — you can configure what tasks and document creation requests to send, to whom, and at what point in time :)
Can I add tasks to a member who has already completed onboarding?
Can I add tasks to a member who has already completed onboarding?
You cannot add new tasks to a member who has already completed onboarding.
When creating a template to request tasks and document creation via the checklist feature, can I attach files such as images, PPT, PDF, or Excel?
When creating a template to request tasks and document creation via the checklist feature, can I attach files such as images, PPT, PDF, or Excel?
Unfortunately, when creating a template to request tasks and document creation via the checklist feature, you cannot attach files such as images, PPT, PDF, or Excel.
If you need to include attachments such as images, we recommend uploading them to a shared drive like Google Drive and sharing the link to that drive in the template.