This is a great way to ensure that the right team member is working on the appropriate tasks.
When a checklist is run with task assignments built-in, or when someone is assigned to a task in an active checklist, they will be sent an email notification informing them that those tasks are ready to work on.
Users: In order to edit templates, you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.
How to assign users to Tasks
There are two ways to assign users to tasks:
- On active checklists, once a checklist has been run
- Pre-assigned at the template level, so that those users are automatically assigned when new checklists are run from that template
Assign users on active checklists
To assign users (or groups) to the tasks in a checklist that is already active, you need to first find a checklist or run a new checklist.
You can search for checklists in either your Checklist Dashboard or your Template Dashboard. In the example below, we’re starting in our checklist dashboard and using the default saved view “My Checklists”.
Click on the name of the checklist to open it and then click on the task you want to assign a user to.
Next, click the “Assign” button at the top of the task.
Use the search box which opens to search for a user or a group in your organization to assign to the task, then click their entry to assign them.
You can add more users or groups to the same task, so repeat this as many times as you like.
Assigning a user or group will send an email notification to that user (or all users in a group) to let them know they have been assigned.
Pre-assign users in the template editor
You can also pre-determine which users or groups a task will be assigned to at the template level.
This means that whenever a checklist is run from that template, the preset users will be automatically assigned and notified.
To do this, first find the template in your template dashboard, click the three dots next to its name, then click on the “Edit template” button.
Next, click on the task you want to pre-assign users to and then click the “Assign” button at the top of the task. Search for the user(s) and/or group(s) you want to assign and click their entry to assign them to the task.
Pro Tip: To select many tasks in one go, select the first task and hold down the “Shift” key (Windows & MacOS). Now select your last task to add assignees to, and all the tasks in between will become highlighted. You can then click the “Assign” button to add the same assignee to each of those tasks.
Once you’re happy with the assigned users, “Save changes” to your template and run a new checklist to see the new assignees in it.
Note: When you add assignees in a template, these changes will not be reflected in any active checklists, only on new checklists you create from this point forward. For active checklists, you can manually assign users or groups to tasks.
Only groups, members, and admins can be pre-assigned in templates (guests cannot). This is because guests are designed to be used for one-off processes (if they are needed to work regularly in your Process Street organization, they should be promoted to a member).
You can also pre-set dynamic due dates in the template, meaning that when a checklist is run everyone who needs to take action will be instantly assigned and due dates set, according to your settings.
Viewing assigned users
You can see the users assigned to a task by their profile picture or group icon.
If multiple users or groups are assigned to a task, only one image will be shown but a number will overlay the image telling you how many assignees there are.
Unassigning users from tasks
To unassign a user or group from a task you need to click on the icon for assigned users, then click the “Remove user” icon next to their entry, as shown below.
This applies to both assigned users in checklists and pre-assigned users in templates. However, remember that if removing a pre-assigned user, you need to be editing the template for this to work.
Optional: Once you’ve pre-assigned a user, you may also want to add a dynamic due date to the task so they get notified when it’s time to work on the task.
Users will receive an email notification for these events:
- When they are assigned to a task or a checklist
- When a task they are assigned to is due
- When a hand-off occurs from a Stop Task
The email will tell them what task they are assigned to (or what task is due) and contain a link to the task, as shown below.
Learn more about email notifications.