Managing recruitment actions using My Tasks

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Managing recruitment actions using My Tasks

Modified on Fri, 21 Nov, 2025 at 3:39 PM

My Tasks helps you stay on top of recruitment by showing only the actions you’re responsible for - in one organised place.

It automatically identifies what needs your attention based on live events, such as a job awaiting approval, candidates requiring shortlisting, interviews needing scheduling and onboarding steps that need follow-up.

For: Recruiters, hiring managers, onboarding admins

I need to:

Understand what I can do in My Tasks
Access My Tasks
Understand what each task means
Update who can see tasks

What you can do in My Tasks

Video: My Tasks Preview

My Tasks replaces manual checks across multiple screens with one live, personalised list of tasks.

You can:

See everything you need to action.
Navigate directly to the relevant screen to complete a task
Monitor progress across interviews, offers, compliance and onboarding

⚠️ Task accuracy and custom configurations

Default task rules have been designed to support the most common workflows across our client base. However, in systems with extensive customisation - such as multiple job statuses, unique workflows or non-standard triggers - some tasks may not align perfectly with your specific setup.

If your organisation uses a highly bespoke configuration, certain tasks may not appear or behave as expected.

Coming soon: We’ll be offering Talent Intelligence consultancy to help define bespoke task logic tailored to your workflows and system rules.

How to access My Tasks

1. Select the bell icon in the top menu bar.

2. The bell shows a numbered counter indicating your outstanding tasks.

3. Select the bell to open your task workspace.

View your task list

Tabs at the top of the My Tasks panel help you filter which tasks you see.

My Tasks

Shows tasks for jobs you’re actively working on - i.e. where your name is listed in the Job Access list.

Use this tab to focus only on your responsibilities.

All Tasks

Shows all tasks across jobs you have visibility of - even if you're not on the Job Access list.

Use this tab if you support multiple teams, manage job access centrally, or need a wider overview.

Tip: If you’re not seeing a task you expected under My Tasks, try switching to All Tasks — it may belong to a job you can view, but aren’t directly assigned to.

Texts and emails

If your security role allows it, you’ll also see the Texts and Emails tabs at the top of your My Tasks panel.

These are only visible for certain user profiles — typically recruiters or administrators.

Texts - shows all candidate text replies
Emails – shows all emails received via your system inbox

Each tab works like an inbox, so you can keep track of recent communication.

Understanding your tasks

You’ll see tasks grouped by category, based on your role and access.

Each task panel shows:

A short summary of what’s needed
The number of jobs or candidates affected
A list of items to action
Links directly to the relevant screen to perform the action

Once the required action is completed, the task disappears automatically.

Tasks can’t be manually dismissed. If it’s still visible, something still needs action.

What each task means

Tasks are generated automatically based on real-time system rules. Here’s what each one means and what you should do:

Job approval

Jobs waiting for approval

Meaning: A job you have access to is waiting for approval.

What to do:

Select the Job Title to review the request.
If you are the approver, select Approve or Reject.
If vacancy approval reminders are configured, they’ve already been sent.
If not, you can select Send Reminder to prompt the approver.

Applications

Applications to review

Meaning: New applications have been submitted.
What to do:

Select the Job Title to review new applicants and begin shortlisting as required

Review attraction strategy

Meaning: Your job has been live for over 14 days with no viable applicants (no applications or all rejected/marked unsuitable).

What to do:

Consider promoting the job using Job Board Marketplace .
Reassess your job boards or attraction strategy.

Tip: Ask your recruiter for advice on which job boards work best for this role.

Interviews

Arrange interviews

Meaning: Candidates have been shortlisted and are ready to be interviewed.

What to do:

Select the Job Title and begin scheduling interviews for suitable candidates.

Record interview outcomes

Meaning: An interview date has passed, but the candidate’s application status hasn’t been updated.
What to do:

Update the Application Status to reflect the outcome of the interview (e.g. Interview Successful, Unsuccessful, Hold).

Upcoming interviews

Meaning: Interviews have been scheduled and are approaching.
What to do:

No action needed right now - just be prepared to attend or host the interviews.

Offers

Offers to prepare

Meaning: A candidate has reached the offer stage based on their current application status.
What to do:

Select the Job Title and open the candidate record
Prepare the offer using the Make Offer section.

NOTE: This rule requires configuration by Jobtrain – please raise a ticket to request which of your application statuses should be mapped to your ‘Offers to Prepare’ rule.

References

References to review

Meaning: A referee has submitted a reference for one of your candidates.
What to do:

Review the reference content for quality and suitability before proceeding.

References to chase

Meaning: A reference request has been outstanding for more than 7 days.
What to do:

If reference reminders are configured, they’ve already been sent.
You can follow up directly with the referee and/or candidate if needed.

Request further references

Meaning: All previous reference attempts have failed (e.g. reference cancelled).

What to do:

Contact the candidate and ask for an alternative referee.

Compliance

Compliance delays

Meaning: Compliance steps started over 7 days ago but is still incomplete.
What to do:

Check progress and follow up with the candidate or the person responsible for the next step.

Onboarding

Onboarding delays

Meaning: Candidate onboarding began more than 7 days ago but has not been completed.
What to do:

Review the candidate’s record and chase any outstanding actions or documents.

Get Ready for New Starters

Meaning: Compliance and onboarding are complete - your new hire is ready to begin.
What to do:

Prepare any required equipment, access or local induction steps.

Tip: Let your internal IT or facilities teams know about the start date in advance.

Why you're seeing a task

You’ll only see a task if:

You have access to the job or candidate
Your security role is set to view that task type
The system rule for that task has been triggered
The job’s Live Date (advertised date) is within the past 180 days

If any of the above don’t apply, you won’t see the task.

Set up which roles can see each task

Superusers / System Admins can control which tasks appear for different security roles:

Go to Settings > Security Roles > My Workspace.
Tick the task types each role should see.
Save your changes.

If no task types are selected for a role, users in that role will not see any tasks.

What if there are no tasks?

If there are no actions assigned to you, the page will confirm that everything’s up to date. You won’t see a blank screen.

View texts and emails

Select the Texts or Emails tab at the top to view recent activity:

Texts – SMS message replies from candidates
Emails – Any emails received in your system inbox

These work the same way they did in the old notification panel.

FAQs

Can I dismiss a task?
No - tasks disappear automatically when the action is completed or no longer relevant.

Why don’t I see any tasks?
Check that:

You have access to a relevant job or candidate
Your role has permission to see that task type
The condition for the task has been triggered (e.g. status change or time delay)

What’s the difference between My Tasks and All Tasks?

My Tasks shows actions for jobs you're assigned to.
All Tasks includes everything you can view — even if you’re not listed in Job Access.

Use My Tasks for focus, and All Tasks for broader visibility.

Can I view someone else’s task list?
No. My Tasks only shows actions assigned to your login.

Attachments (1)

Manage recruitment actions using My Tasks - Nov 25.pdf
4.1 MB

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