Task assignees

Planfix allows you to create tasks without assignees, but tasks do generally have assignees.

Task assignees can be:

• employees from your account;
• employee groups;
• clients whom you have given access to your account;
• external contacts without access to your account.

Task assignees are selected from a list of all employees and contacts:

If an employee group is selected as a task's assignee, all group members will have access to the task, be able to add actions to it, and be able to change its status. New employees added to the group will gain access to the task.

If an external contact without access to your Planfix account is selected as an assignee, they will be able to work with the task through email. Their responses to email notifications from Planfix will be added to the task as comments. Files attached to these emails will be added to the task. This makes it possible to organize work with external freelancers or clients. They will communicate with you by email, and you will be able to view work on the task in the activity feed.

Account employees and clients whom you have given access to your account will see the task in their task list (Tasks / Inbox). They can add comments, files, and other information to the task using actions. They can also add actions to the task by email, using the feature described above.

Different ways to link assignees

In a task's additional settings, you can select the method of linking assignees:

• This task has multiple assignees. This is the default option, where a task's assignees are all the users added to the Assignee field.
• Subtask for each assignee. A separate subtask will be created for each assignee entered in the "Assignee" field (or each member of the group added to the field). Each assignee will be the sole assignee of their own task (more).
• Checklist item for each assignee. A checklist item will be added for each assignee entered in the "Assignee" field (or each member of the group added to the field). Each assignee will be the assignee of their own checklist item. Only a checklist item's assignee can mark the item as complete; this option will not be available to other task assignees. This helps with objectives such as having employees familiarize themselves with instructions or other important information (example).
• The first user to accept will become the assignee, and the rest will be participants. This option's logic comes into play when a task is accepted. This option is used to set up a competitive task accepting for sales teams, support teams, etc. The essence of this approach is that the first person to accept a new task (a request, lead, etc.) will be responsible for completing it.
• The first user to accept will become to the assignee, and the rest will be removed from the task. This option could be used in the same instances as the previous option, but its logic is slightly different. With the previous option, the other assignees remain in the task as Participants and retain access to the task. However, with this option, they do not remain in the task and do not have access to it.

Please note

All of these options only use the users that you add to the Assignee field.

Go To

• Table with permissions for access to tasks, by role
• Tasks
• Feature Description