Role Assignments

With role assignments, you can dynamically assign tasks to users in different roles on your team.

This is useful for larger teams where different people might complete a task depending on their role, or if you want to dynamically invite external users to complete a specific task.

Plan: Role Assignments are a feature on our Standard Plan

Users: In order to add role assignments to templates, you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.

Example use cases

  • Your employee onboarding process will be completed by one of your HR team, but this may vary each time depending on their availability. Using the members form field, you can dynamically assign one of the team to the relevant tasks, once a checklist is run
  • You have a series of podcasts planned and you have a different client co-hosting with you on each one. Using the email form field you can dynamically assign selected tasks to whichever email address you fill out in your checklists. Filling out their email address effectively invites your client into your checklist as a guest, where they can complete their tasks
  • You are listing a new property for sale and you need to involve a number of colleagues in the process at different points. Since you are the one running checklists for the team, the first few tasks are dynamically assigned to you as the checklist creator, before you can then hand-off the process to the rest of your team

How to use role assignments

There are 3 ways in which you can assign a role to a task:

Checklist Creator

You can use the checklist creator variable to automatically assign tasks to the user who runs the checklist. This means that the person assigned to the task/s will dynamically change based on who has run the checklist.

The first 3 tasks in the template below have been selected to be assigned to the checklist creator. When you run a checklist, those tasks will be assigned to the checklist creator automatically.

Members Form Field

Using the members form field allows you to select from either all members in your organization or from a specific group of members, like a group of Sales, Marketing or Human Resources staff.

When you run a checklist, use that members form field to select a member from that specific group in the dropdown that appears. This will then dynamically assign that user to the required tasks.

For example, when onboarding a new customer, you might assign that customer’s Account Manager from the Sales group, or in the example below, we’re choosing someone from the HR group.

First, add a members form field to your template and give it a descriptive label, like ‘HR Manager’ as shown in the example above. The default group in this field is the All Members group, but you want to choose the HR group from the dropdown.

Then select all the tasks you would like to assign this role to. Click “Assign”, and choose the HR Team role, from the Role tab.

When you run a checklist, you select the HR Team member from the members field and it will dynamically assign that user to the pre-assigned tasks.

Email Form Field

Using the email form field allows you to dynamically assign to an email address to tasks from an active checklist. This is useful for inviting guests into your organization at the points you need them.

First, add an email form field in your template editor. For employee onboarding, this might be “Referee Email” as shown in the example above. Next, assign the desired tasks to the Referee Email role and save changes to your template.

When you run the checklist, enter an email address into the form field. This will invite the person as a guest in your organization, and give them access to the checklist to complete their assigned task/s.

Pro tip: Email fields can be auto-populated with data from other apps by using an automation via Zapier or by using checklist run links.


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