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.

In the example below, the first two tasks have been assigned to the checklist creator. When someone runs a checklist, those tasks will be assigned to that person (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, as shown in the example below.

First, add a members form field to your template and give it a descriptive label, like “Account Manager” or “HR Manager”. The default group in this field is the “All Members group“, but you want to choose the appropriate group for this specific process, from the dropdown list.

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

When you run a checklist, you select the 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 an email address to tasks from an active checklist. This is useful for inviting guests into your organization at the points you need them.

Start by adding an email form field into your template. For employee onboarding, this might be “Referee Email” as shown in the example above. Next, assign the desired task to the “Referee Email” role and save changes to your template.

When you run a checklist, enter an email address into the form field you added earlier. 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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