Overview: Beyond the standard candidate pipeline, Stafio.ai allows you to create specific, actionable tasks tied to your hiring projects. This is particularly useful for managing complex recruitment initiatives, coordinating cross-functional hiring efforts, or tracking individual actions that fall outside of the automated candidate stage progression. Project-based hiring tasks help ensure every step, from preparing interview guides to coordinating onboarding, is tracked and assigned.
Step-by-Step Instructions:
1. Accessing Project Tasks
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To create and manage project-based hiring tasks, navigate to the "Projects" section in your Stafio.ai left navigation panel (or within the Talent Hub if projects are nested there).
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Here, you'll see an overview of your active recruitment projects. Select an existing project or create a new one to begin.
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Within a selected project, look for an "Add Task" or "+ New Task" button.
2. Defining Your Project (If Creating a New One)
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If you're setting up a new hiring project before adding tasks, you'll typically need to define:
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Project Name: A clear title for your project (e.g., "Q3 Engineering Hiring Initiative," "New Market Expansion Recruitment").
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Description: A brief overview of the project's goals and scope.
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Project Owner/Lead: Assign a primary person responsible for the project.
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Collaborators: Add other team members who will be involved in the project or its tasks.
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Start & End Dates (Optional): Define the project's timeline.
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3. Creating a New Hiring Task
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When you click "Add Task," a form or pop-up will appear to define the task details:
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Task Title: A concise name for the task (e.g., "Schedule Panel Interview - Jane Doe," "Draft Offer Letter for John Smith," "Review Technical Assessment - Candidate X").
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Description: Provide more detailed instructions or context for the task.
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Assignee: Select the Stafio.ai team member who is responsible for completing this task.
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Due Date: Set a deadline for the task. This will appear on dashboards and notifications.
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Priority (Optional): Mark the task as Low, Medium, or High priority.
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Link to Job/Candidate (Optional): If the task is related to a specific job opening or a particular candidate, you can link it directly. This ensures easy navigation and context.
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Tags/Labels (Optional): Add tags to categorize tasks (e.g., "Interviewing," "Onboarding," "Pre-screening").
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4. Managing and Tracking Project Tasks
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Within each project, you'll typically find a task list or board that allows you to:
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View All Tasks: See all tasks associated with the project, often organized by status or assignee.
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Update Task Status: Mark tasks as "To Do," "In Progress," "Completed," or "Blocked" as they progress.
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Add Comments: Collaborate with team members by adding comments directly to a task. This keeps communication centralized.
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Filter & Sort: Use filters to view tasks assigned to you, tasks due soon, or tasks by specific tags.
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Reassign/Edit: Modify task details, assignees, or due dates as needed.
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Benefits of Project-Based Hiring Tasks:
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Improved Coordination: Ensures all team members are aware of their specific responsibilities beyond the standard pipeline.
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Enhanced Accountability: Clear assignment and due dates keep tasks on track.
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Comprehensive Tracking: Log every action related to a hire, not just candidate progression.
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Streamlined Complex Workflows: Ideal for managing multi-stage interviews, specialized assessments, or onboarding preparations.
Troubleshooting & Tips:
Issue: Can't find the "Projects" section?
Suggested Fix: The "Projects" functionality might be nested under "Talent Hub" or another main navigation item. If still unable to locate it, contact your Stafio.ai administrator or Support@stafio.ai.
Issue: Can't assign a task to a team member?
Suggested Fix: Ensure the team member has an active user account in Stafio.ai and has the appropriate permissions to be assigned tasks within projects.
Issue: Task not appearing on assignee's dashboard?
Suggested Fix: Verify the task was correctly assigned and saved. The assignee should check their personalized "My Tasks" or "Upcoming" section on their Stafio.ai dashboard.
Issue: Need recurring tasks?
Suggested Fix: While not explicitly stated for project tasks, if you have recurring hiring tasks, consider adding them manually or reaching out to Support@stafio.ai for potential feature updates on recurring task management.