How do I assign an Activity?

Managing activity assignments efficiently ensures your team stays compliant and productive. This guide walks you through assigning activities to individual users or groups through Kinatico Compliance.


What You'll Need:

  • Administrator access to the Kinatico Compliance portal
  • Users must already exist in your User Directory before activities can be assigned

Time Required: 4 minutes

Step-by-Step Instructions


Step 1: Access Activity Management

  • Select Manage Activities from the main navigation

Step 2: Start New Assignment

  • Click + Assign Activity to begin the assignment process

Step 3: Choose Assignment Method

  • For Individual Users (up to 5 people):
    • Click Individual User
    • Use the search bar to find your target users
    • Select each user by clicking their name (a tick will appear on the right)
  • For User Groups (bulk assignment):
    • Click User Groups
    • Choose whether the activity applies to: New and Existing users, Existing users only, or New users only
      • New users: When a new user is added to the user directory that fits the activity assignment rules, they activity is waiting for them to complete when they first download the app (e.g. when a new user is added to the Sales Department they are automatically assigned X activity)
      • Existing users: The activity is only to be assigned to users who are currently on the user directory and fit the assignment rules
    • Select the User Type you want to assign the activity to (e.g. Employee, Contractor, Pre-Employment)
    • Specify the group that should be assigned the activity, they must meet all the criteria that you detail. For example, they must be from the Sales Department AND have their location set to Melbourne to be assigned the activity.
    • Click Continue

Step 4: Configure Cadence and due dates

  • Select the Repetition frequency
  • Enter the activity start and end dates
    • To clear a selected date, select it again in the calendar 
  • Set the due date for completion
  • Configure when automated reminders should be sent to users
  • Click Continue

Step 5: Set Up Reporting Access

By default, reporting is viewable by the Activity Creator. To share with additional administrators:

  • Click into the Report field and select Additional Report
  • Choose the administrator from the dropdown under Specific Admin
  • Multiple administrators can be selected if needed

Step 6: Link the Activity to a Risk Matrix (Optional)

  • If linking to a Risk Matrix:
    • Toggle the button "Are these tasks linked to a risk matrix?" to Yes
    • Select the appropriate Risk Matrix from the dropdown
    • Choose the specific Risk from the dropdown
    • Click Continue
  • If not using Risk Matrix: Click Continue to proceed

Step 7: Select Activities

  • Drag and drop your preferred activities into the assignment list (activities can be reordered as needed)
  • Click the pencil icon next to each activity to change their cadence, due date or reporting
  • Remove activities from the list using the x button
  • Click Continue

Step 8: Final Review and Assignment

Before completing the assignment, you can make adjustments:

  • Click Pin to dashboard if you want to monitor activity completion progress on the Home page
  • Click Assign Activities to submit

Recommended Next Steps:

  • Monitor activity completion rates through your dashboard
  • Set up automated reminder schedules for consistent compliance
  • Review reporting data to identify trends and training needs

Common Questions

Q: What happens if I try to assign an activity to a user who isn't in my User Directory? A: Users must be added to your User Directory first before activities can be assigned to them specifically. Add users through the User Directory management section, then return to assign activities. You can assign activities before the user has accepted the invitation. Alternatively, you can set up a rule to assign an activity to New Users that meet specific requirements.

Q: Can I modify an activity assignment after it's been sent? A: Yes, you can edit active assignments through Activity Management. However, users who have already started or completed the activity will retain their progress. Changes will apply to future instances of recurring activities.

Q: How do users receive notification about their assigned activities? A: Users are automatically notified through both the Kinatico mobile app and email when activities are assigned. Reminder notifications are sent based on your configured schedule.

Troubleshooting


Issue: Cannot find users in the dropdown when assigning individually

Solution: Verify the users exist in your User Directory and have the correct permissions. Check that their status is "Active" and they haven't been accidentally archived.

Need Additional Help?

Still have questions? Our team has over 17 years of experience in people screening and verification. Contact us by selecting Support from the main navigation, then Email to send us a message. Alternatively, email our support team at cxsupport@kinatico.com

Last updated: June 2025 | Reviewed by: Product Team