Task Assignments

You can now assign users and groups to individual tasks in your checklists, making it easy to see who is responsible for what task.

task assignment

Not only that, but you can set due dates on your tasks to make sure that everything is completed on schedule. When a task is due the people or groups assigned to that task will be sent an email reminder.

Pre-set assignments

You can also pre-set assignment and due date offsets 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

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

To assign users to the tasks in a checklist you need to first open 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.

assign-tasks-template-cog

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.

assign-tasks-choose-checklist

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.

assign-tasks-assign-button-checklist

Multiple users and/or groups can be assigned, so repeat this as many times as you want.

assign-tasks-choose-user-or-group-checklist

Assigning a user or group will send an email alert to that user (or all users in the group).

Pre-assigning users

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.

assign-tasks-cog-and-edit-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.

assign-tasks-template-assign-users

Once you’re happy with the assigned users, click the “Save changes” button to confirm.

assign-tasks-user-images-checklist

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.

assign-tasks-user-images-checklist

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.

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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. Click here to read task due dates article.

Email notifications

Users will recieve an email notification for two events:

  • When they are assigned to a task
  • 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.

task assignments - email notification

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