How to Collect Confirmations from Every Employee in Planfix
To collect confirmations from employees without chasing them down in messengers and email, put the question in one task and give every person their own checklist item. Only that person can check their own box, so the checklist becomes a live list of who has already confirmed and who has not. This 1.5-minute video shows how checklists in Planfix gather answers from a whole team inside a single task.
What you’ll learn: how to collect confirmations from employees
- How one task with individual checklist items replaces a round of emails and messenger pings.
- How a company event task asks every employee the same question and keeps each answer separate.
- How checking off an item works as a digital signature on a new instruction.
- How to build the task: deadline, description, attached file and the group of employees.
- Where to switch on a separate checklist item for each assignee.
How to collect confirmations in Planfix, step by step
Step 1. Create the task and set the deadline
Start by creating a new task. It can be a standalone task or part of a project, so a briefing for the whole company and a sign-off inside one project are set up the same way. Set the deadline next: it tells the team by when the confirmation is expected, and it gives you a date to follow up on.
Step 2. Add the description and attach the file
Write what you need from the team in the description. In the video, one task simply asks Who’s attending the event?, while the task for a new instruction holds the detailed information and the instruction file attached to the task. Keeping the document in the task matters: people confirm the version they can see in front of them, and nobody has to search a chat for the right file.
Step 3. Add the group of employees as assignees
In the Assignee field, select the group of employees who need to review the information, or list all employees of the company. Planfix offers several ways to link assignees, and all of them work only with the users added to that field. If you prefer a named list instead of a group, the Expand groups to individual assignees option turns the group into individual assignees; it is often used for surveys and for work instructions.
Step 4. Switch on a checklist item for each assignee
Open the Additional parameters tab and, in the Add assignees setting, choose Checklist item for each assignee instead of the default This task has multiple assignees. Planfix then adds one checklist item per assignee, or per group member, and each person becomes the assignee of their own item. Only an item’s assignee can mark it complete, and the box is not available to the other task assignees. Note that the full range of assignee options appears only while the task is being created, so choose it before you save.
A digital signature on a new instruction
The video’s main example is a task for reviewing a new instruction. A group of employees is added as assignees, the description carries the details and the file, and the checklist holds exactly one item per person. Here, checking the box serves as a digital signature: the employee confirms personally that they have read the document, and no one can do it on their behalf.
Because everyone stays in the same task, the discussion stays there too. Questions about the instruction and later updates are posted in the task, next to the file and next to the list of confirmations, instead of being scattered across private chats.
Checklist item or subtask for each assignee
Planfix can split a task for each assignee in two ways, and the choice decides who sees whom. The same setting offers checklist items or subtasks:
- Checklist item for each assignee: everyone works in one shared task and can talk to each other there. Each person completes their own item without changing anything for their coworkers. This is the option for announcements, surveys and instructions.
- Subtask for each assignee: each assignee sees only their own subtask and works on it with the assigner, apart from the others. All subtasks are grouped under the parent task, which gives the assigner one place to monitor progress.
One caution with the second option: do not create a separate subtask for each assignee in a task that already has subtasks. The existing subtasks are removed and replaced by a new set created for every assignee.
Who it’s for
- HR and internal communications: a new instruction or policy that every employee has to confirm, tracked in one task rather than in a spreadsheet; this is everyday work for teams running HR management software.
- Team leads: a quick survey with one answer per person, such as who is attending the company event.
- Office and event managers: announcements where you need a headcount and not just a thumbs-up in a group chat.
- Process owners: organizational routines where each employee confirms separately and the confirmation has to be visible later.
FAQ
How do I make sure every employee confirms they read an instruction?
Create a task, attach the instruction to it, add the employees to the Assignee field and choose Checklist item for each assignee in Additional parameters. Each person gets their own item and only they can check it off, so the checklist shows who has confirmed.
Can other task assignees check off an item that is not theirs?
No. Only an item’s own assignee can mark it complete; the option is not available to the other assignees of the task. That is what makes the checked box a personal confirmation.
Can I add a checklist item for each assignee to an existing task?
The full range of assignee linking options is available only while a task is being created, so set Checklist item for each assignee in Additional parameters at that moment. For a question you want to ask now, create a new task for it.
Try it on your next announcement
Pick one question your team currently answers in a group chat, turn it into a task and give each person their own checklist item. Confirmations then live with the rest of your work in Planfix task management software, and you can see at a glance who is still missing. For more on items, assignees and progress, see task checklists in Planfix. New to Planfix? Sign up to try it.
