You can also pre-set assignments and 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.
Email notifications are sent when a person is assigned to a checklist and when a checklist becomes overdue. If a group is assigned, everyone in that group will receive an email on the assignment, and due dates of the task.
Assigning users to tasks
Assigning users on active checklists
To assign users to the tasks in a checklist that is already active, you need to first find the checklist. Find the parent template in your dashboard view, then click the cog next to its name.
Next, scroll to the bottom of the template menu which appears on the right-hand side of your view and select the checklist you want to assign tasks in.
Now that the checklist is open, click on the task you want to assign a user to, then click the “Assign” button at the top of the task.
Use the search bar which pops up to search for a user or group in your organization to assign to the task, then click their entry to select them.
Multiple users and/or groups can be assigned, so repeat this as many times as you want.
Assigning a user or group will send an email alert to that user (or all users in the group).
Pre-assigning users in the template
You can also preset which users a task will be assigned to in a template. This means that whenever a checklist is run from that template, the preset users will be automatically assigned.
To do this, find the template in your dashboard, click the cog next to its name, then click on the “Edit this template” button.
Next, open the task you want to pre-assign users to (by clicking it) 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 confirm.
Once you’re happy with the assigned users, click the “Save changes” button to confirm.
Note that 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 regularly, they should be made a member of your organization).
Viewing assigned users
You can see the users assigned to a task by their icon being displayed in the checklist or template task list, and at the top of the task (if it is open).
If multiple users or groups are assigned then 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.
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.
Task Due Dates
Once you’ve assigned a user, you will want to add a 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
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.