With role assignments, you can dynamically assign tasks to different roles on your team.
Note: Role Assignments are a feature on our Standard Plan. 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.
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:
There are 3 ways in which you can assign a role to a task:
You can use the checklist creator option to automatically assign tasks to the user who runs the checklist. This means that the task assignments can 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
You can choose a group from the members form field and when you run a checklist, use that members form field to select a member from that specific group. This will then dynamically assign the required tasks to that user. For example, when onboarding a new customer, you might assign that customer’s Account Manager from the Sales group.
First, add a members form field to your template and give it a descriptive label, like ‘HR Manager’. (The default group in this field is the All Members group). 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 whilst running the checklist. This is useful for onboarding new customers and employees, since you don’t know who they are before running the checklist.
First, add an email form field in your template editor. For employee onboarding, this might be ‘Referee Email’. Then, assign the desired tasks to the Referee Email role.
When you run the checklist, enter the email into the form field. This will invite the employee as a guest in your organization, and give them access to the checklist to complete their assigned task.