If you can’t see a user when you try to assign them to a task in a workflow, this could be for a number of reasons.
Users: Only Admins or Builders with “edit” permissions can pre-assign users to tasks in workflows.
If a Builder has been recently invited to your organization, check if they have accepted your invite.
On your Users & Guests page, if their invite still says “Pending”, they may not have received your email, or it may have gone to their spam folder.
Resend their invite from this page. Once they accept, you can assign them to tasks in your workflow.
Pre-assigning means assigning someone to a task in the workflow template itself, so the assignment applies to every future workflow run.
Admins and Builders can be pre-assigned to tasks on all plans.
Users can be pre-assigned to tasks only on Professional and Enterprise plans. On other plans, attempting to pre-assign a User to a template task displays an upgrade prompt instead. Users can still be assigned to tasks on active workflow runs regardless of plan.
Guests cannot be pre-assigned to tasks in a workflow on any plan. Guests can only be assigned to tasks on active workflow runs.
| Role | Pre-assign to template tasks | Assign on active workflow runs |
|---|---|---|
| Admin | All plans | All plans |
| Builder | All plans | All plans |
| User | Professional and Enterprise only | All plans |
| Guest | Not available | All plans |
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