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  1. Inova Payroll
  2. HR/Benefits
  3. Checklist

UKG Employee Checklists Guide

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This guide details setting up and managing employee checklists in UKG, including prerequisites like custom forms and HR actions. It covers creating, editing, assigning, and configuring checklist items with options such as document uploads, forms, and HR actions. Employees can view and complete tasks via notifications or menus. Troubleshooting addresses common errors related to HR actions, security settings, and checklist completion. Additional resources link to UKG Custom Forms and Workflows guides.

Before Setting Up a Checklist

Setting Up or Editing Checklists for Employees

Configuring Checklist Items

Manually Assigning Checklists

Managing Checklists

How Employees Can View/Complete Their Assigned Checklists

Troubleshooting

Additional Resources

Before Setting Up a Checklist:

  • Ensure any necessary Custom Forms have been created (See UKG Custom Forms under Additional Resources)
  • Ensure any necessary HR Actions have been configured (See UKG Workflows and HR Actions Guide under Additional Resources)
  • Ensure any documents that need to be attached to a step have been uploaded under Admin > Company Settings > Our Company > Document Upload

Setting Up or Editing Checklists for Employees

  1. Menu > Company Settings > HR Setup > Checklists.

  2. To edit an existing checklist, select the edit pencil icon to the left of the list you want to modify.

  3. To create a checklist from scratch, select "Add New".

  4. Select "Employee Setup" as the Checklist Type, select "Add". 

  5. Enter applicable checklist settings:
    • Name – Enter the name of checklist.
    • Category – Select a category from the drop-down list. If what you are looking for is not an available option, you can simply type in what you need.
    • Description – Enter an optional description of the checklist.
    • Active - Marking the Checklist as Active or Inactive.
    • Change To Completed When All Steps Are Completed – Check this option if you want the status to show as completed when all steps of the checklist have been completed.
    • Date Can Be Entered – Check this option if a date can be entered when a step is completed. This will allow the employee to overwrite the actual date the task was completed (not recommended).
    • Enforce Completion Order - Tasks must be completed sequentially and cannot switch between different activities. 
    • Is Preboarding - Controls which checklist show up in the preboarding portal.
    • Auto Add To New Employees – Check this option if this checklist should automatically be added to each new employee upon hire (does not apply to rehires).
      • Filter – You can set this up to control which new hire this specific checklist auto adds to (ie Employee Type of ”Exempt" only).
    • Auto Add To Current Employees – Check this option if this checklist should automatically be added to each Current employee.
      • Filter – You can set this up to control which new hire this specific checklist auto adds to (ie Employee Type of ”Exempt" only)
  6. Select "Add Group" to create sections for the tasks that will be assigned. 
  7. Select "Add Checklist Item" to add tasks to the checklist.
    • # Items - Allows you to add up to 20 items of every single (or multiple) checklist item(s) you create
    • Content - This item allows you to add specialized content such as rich text, images, videos, links, tables and more.
    • Custom Form - Allows you to attach a pre-existing Custom Form to the checklist item that can be filled out as part of the step.
      • Send Notification After Submit - This will trigger the email notification "Employee Custom Form Created" as long as the notification has been enabled on the Settings > Global Setup > Notifications screen. 
      • Allow update Manually - Leaving this UNCHECKED will make it so the step cannot be completed until the custom form is 100% complete.
    • Government Form - Will provide a link to government forms, such as I9 or W4 Withholding.
    • HR Action - Allows you to attach a pre-existing HR Action that will be initiated upon the completion of this step. 
      • Allow update Manually - Leaving this UNCHECKED will make it so the step cannot be completed until the HR Action is 100% complete.
    • Hyperlink to page outside the system - Allows the checklist step to have a hyperlink to navigate to a different website if needed.
      • Link - Enter the hyperlink you wish the checklist item to navigate to.
    • Hyperlink within System - Allows the checklist step to have a hyperlink to navigate to that page within the system.
    • Learning - Allows you to assign learning courses.
    • Screen Link - This will take the employee to either Benefit Enrollment, My Direct Deposit, My Form CA 2810.5, My Form CC-305, My Form I9s, and My Form Withholding.
    • Simple Check - A step you define with your own information that has no action in the system.
    • Time Off Upload Document - Enables uploading time-off documents.
    • Upload Document - Allows a document to be uploaded to the system and it will become a company record. (If using this option, do not assign a workflow to it).
  8. Select one of the options shown by clicking the flag icon to add a single item or check the box next to multiple options and click the "Add Selected" button to add multiple tasks at once. 

Note: See Configuring Checklist Items section for instructions on editing individual items. 

Configuring Checklist Items

  1. Select the pencil icon of an added checklist item to edit it.
  1. Enter the information needed for the checklist step. 
    • Item Group - The "Group" that this checklist item is a part of. Any checklist item can be moved from one group to another using the drop down of pre-existing groups.
    • To Be Completed By - Users assigned to a specific checklist Item will be able to respond to the action within their To Do list. If it is set to be completed by a group (or multiple employees), once one person (group member) completes the To Do item, the system will automatically remove the To Do from the remaining participants in the group.
    • Budget Hours - This will show in the employee's To Do showing how many hours they have allotted to complete this step.
    • Confirmation Required - This will force whoever is completing this step to enter their password as confirmation on completion.
      • Confirmation Text - If “confirmation required” is selected, this box will appear for any text you want to appear when confirming the step.
    • Allow Update Manually - Allows users to manually mark the item as complete.
    • Mark Complete On Submit - Marks the item as complete upon submitting. 
    • Send Reminder Notification - This controls when the "Checklist Reminder" will be sent out after the checklist is assigned to an employee.
    • To Be Completed By - Select when the checklist item should be completed by. 
    • Name - This is what will show as the header of the checklist item.
    • Description - This is what will show in the body of the checklist item.
    • Add Document - This allows you to attach a document to the step, which can be downloaded by the person completing it.  Only documents that have been uploaded into the system will be available to attach.
  2. Once the checklist setup is complete and all checklist items are configured, select "Save."

Manually Assigning Checklists

Checklists that are not set to be automatically assigned to new employees need to be assigned manually.

  1. Go to Team > HR > Checklists > Checklists.
  2. Select "Assign New".
  3. Select the employee(s).

  4. Select the applicable checklist, then "Save".

Managing Checklists

  1. Go to Team > HR > Checklists > Checklists.
  2. Select the edit pencil icon to view an employee’s checklist.
  1. View the different items within the checklist. 
    • Progress Bar - Shows how many items the employee has completed compared to how many are assigned.
      • If the checklist's setup uses the Budget Hours option, the progress bar will show how much time has been completed compared to the amount of time attributed to the total items, rather than the number of items to be completed. 
    • Completed Item - Items with the green check mark are complete
    • Waiting On - The name of the employee responsible for completing the checklist item (or for completing the next step in the workflow, if there is a workflow assigned) shows on each item. 
    • Settings Cog Icon (Edit This Checklist) - Allows an admin user to edit the setup of a checklist. 
    • Paperclip Icon (Document Upload) - Upload a document to the employee file.
    • Arrow Icon (Download Checklist) - Download the New Hire Checklist items. This displays when the item was completed and by who. 

How Employees Can View/Complete Their Assigned Checklists

  1. Select the notifications bell on any screen within Inova then go to the "My Checklists" tab.
  2. Go to the menu > My Info > My HR > Checklists.

  1.  Select each item to view and complete the item.

Troubleshooting

Issue: The employee received the following error when completing their Checklist item - HR action is missing. Please contact your system administrator.
Solution: The checklist item is disconnected from the HR action - Edit the Checklist, open the item and review the HR Action tied to the item
OR
The Employee does not have access to the HR Action on their security settings.

Issue: The employee received the following error when completing their Checklist item - Your security settings prevent you from accessing Benefit Enrollments. 
Solution: Employee was assigned a Benefit Profile with a future effective date and the Benefit Profile Enrollment Override widget was not populated with a current date range (to allow the employee to be able to access the Benefit Enrollment screen prior to that future effective date). 
1. Go to the Employee Information screen
2. Edit the Benefit Profile Enrollment Override widget:
3. Assign the future-dated Benefit Profile
4. Set the Start Date to be the current day
5. Set the End Date to be the day before the future-dated Benefit Profile enrollment date.

Issue: The employee received the following error when completing their Checklist item - Error displayed when accessing Checklist screen that contains a link that would allow them to "Start Your Benefit Enrollment Process". 
Solution: Employee was assigned a Benefit Profile with a future effective date and the Benefit Profile Enrollment Override widget was not populated with a current date range (to allow the employee to be able to access the Benefit Enrollment screen prior to that future effective date). 
1. Go to the Employee Information screen
2. Edit the Benefit Profile Enrollment Override widget:
3. Assign the future-dated Benefit Profile
4. Set the Start Date to be the current day
5. Set the End Date to be the day before the future-dated Benefit Profile enrollment date.

Issue: Employee is unable to mark the checklist item complete on a checklist item containing an HR Action, even though they are not required to fill out that HR Action. 
Solution: Go to:
1. Settings > HR Setup > Checklists and select the checklist that needs to be edited.
2. Select the item that needs updating
3. Select 'Allow Update Manually' - an additional setting will be available to 'Mark Complete on Submit'

Issue: When attempting to Save and Continue in the Checklist, the user gets the error "Information of at least one field in custom form is missing. Please review entered data." 
Solution: Users will be unable to mark this item complete until they've completed and submitted the Custom Form. Review the fields in the Custom Form and ensure all Required fields have been completed.

Issue: Custom Form Item or HR Action Item within a Checklist has been completed, but the Checklist does not mark the item as Complete. 
Solution: Review the workflows tied to the HR Action or Custom Form (if one is tied to the Custom Form). Ensure the 'Update Checklist Item' box is checked on the 'Approve Automatically' step or the 'On Approved' Action Item. 

Issue: Employee receives two Checklists when Hired, should only receive one.
Solution: Checklist is created via Workflow, as well as being auto-assigned. Either remove the Create Checklist step from the Workflow or uncheck the auto-assign Checklist setting within the Checklist itself.

Issue: Employee receives a My To Do Item for a Custom Form Checklist Item.  However, when they attempt to access the Custom Form in question, the associated hyperlink is not live (appears in black font).
Solution: Security settings for the Custom Form are not enabled for that Security Profile 
1. Go to Settings > Profiles/Policies > Security > Edit Security Profile > Employee Self Service tab > Employee Assigned Custom Form Items section.
2. Enable View/Edit/Add/Delete as needed for the Custom Form in question, then Save.

Additional Resources

UKG Custom Forms

UKG Workflows and HR Actions Guide