Setup task notifications user guide

Modified on Fri, 21 Nov at 3:49 PM

For: Recruiters, Superusers

Control which task categories appear for each user type based on their responsibilities.

I want to:

Choose which task types are shown to which users
Understand how task visibility works based on job access and role

Assign task permissions by role

You control which users see which tasks by updating Security Roles > My Workspace.

This lets you match task visibility to the user’s responsibilities (e.g. shortlisting, referencing, onboarding).

To configure

Go to Settings > Security Roles.
Open the relevant role (e.g. Hiring Manager, Recruiter).
Select the My Workspace tab.
Enable the toggles for the tasks you want this role to see.

Available task types and configuration

Use this table to map task visibility to the correct Security Roles and check the status/configuration triggers needed to activate each task.

Task category	Security role permission	Required status / trigger	Where to configure
Job Approval	Tasks – Jobs Pending Approval	Job status = Waiting for Approval	System Customisation > Job Statuses
Applications	Tasks – Review Applications	Application status = New Application	System Customisation > Application Statuses
	Tasks – Review Attraction Strategy	Job live > 14 days AND all applicants in: Reject after Application, Recommend Reject, Offer Rejected OR none	System Customisation > Application Statuses
Interviews	Tasks – Arrange Interviews	Application status = Shortlisted, Recommend Interview	System Customisation > JT Mobile Statuses (Consider)
	Tasks – Record Interview Outcomes	Application status = Interview Accepted AND interview date is in the past	System Customisation > Interview Statuses
	Tasks – Upcoming Interviews	Application status = Interview Accepted or Invited to Interview AND interview date is in the future	System Customisation > Interview Statuses
Offers	Tasks – Offers to Prepare	Application status = Recommend Offer, Request Offer, or similar (client-specific)	** This task requires configuration by Jobtrain. Please raise a request with our Support team and reference which application status indicates there is an offer to prepare
References	Tasks – Review References	Status = onboarding target status AND reference % complete = 100%	Application Statuses > Onboarding
	Tasks – Chase References	Reference started > 7 days ago AND % complete < 100%	n/a
	Tasks – Request Further References	All reference attempts declined or cancelled	n/a
Compliance	Tasks – Chase Compliance	Status = onboarding/compliance target status AND compliance started > 7 days ago AND % < 100%	Application Statuses > Onboarding
Onboarding	Tasks – Chase Onboarding	Status = onboarding/compliance target status AND onboarding started > 7 days ago AND % < 100%	Application Statuses > Onboarding
	Tasks – Prep for New Starters	Onboarding + Compliance = 100% AND application at onboarding complete status	Application Statuses > Onboarding

Tip: Roles can be updated at any time without needing to log out.

For more information about the conditions that affect the display of each task, see Manage recruitment actions using My Tasks.

How task visibility works

A task will only appear to a user when all of the following conditions are true:

The rule conditions are met (e.g. candidate has a new application, interview due etc.)
The user has access to the job (e.g. listed in Job Access) or for Onboarding, Compliance and Reference tasks, is the assigned onboarding/ref admin role.
The relevant task permission is enabled in their security role

If any of these are missing, the task won't show up at all.

Best practice tips

✅ Start by enabling only a few key task types (e.g. “Review Applications”) to test the user experience.
✅ Align permissions with responsibilities. For example, only enable “Arrange Interviews” for users responsible for scheduling.
❌ Don’t enable every task for every role - this may overwhelm users with irrelevant notifications.

FAQs

Do I need to configure anything else for this to work?
No - once the security roles are updated, the default rules will run automatically.

Can I add my own task rules?
Not at the moment - all rules are pre-defined. In future phases, clients will be able to configure their own rules.

What happens when a task is complete?
Tasks automatically disappear when the trigger condition no longer applies (e.g. application status changes).

Can users see past tasks?
No - only active tasks will be shown.

Attachments (1)

pdf

Task Notific....pdf
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