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Assigning Tasks and Collaborating

Assign work to team members and collaborate with comments, reactions, and activity tracking

C
Written by Customer Success
Updated over a month ago

Assigning Tasks and Collaborating

🎯 Why This Matters

Tasks don't complete themselves - they need owners and communication. Effective assignment and collaboration ensures:

  • Clear accountability - Everyone knows who's responsible

  • Better communication - Discuss tasks right where the work is tracked

  • Faster resolution - Questions and updates in context

  • Team visibility - See who's working on what

👤 Assigning Tasks

Give every task an owner - clear accountability means nothing falls through the cracks.

Single Task Assignment

  1. Open a task in the sidebar

  2. Find the Assigned To field

  3. Click to open the user selector

  4. Choose one or more team members

  5. Save - the task status changes to "Assigned"

Task collaboration features showing comments section and activity tracking

Multiple Assignees

Tasks can have multiple people assigned when work is shared:

  • Select multiple users in the assignment dropdown

  • Each assignee can track their own time

  • All assignees see the task in "My Assigned Tasks"

💡 Quick Tip

Even with multiple assignees, consider having one "primary" owner who's responsible for completion. This avoids confusion about who drives the task forward.

⚡ Bulk Assignment

Distribute work in seconds - assign dozens of tasks to someone with a few clicks.

  1. In the task list, select multiple tasks using checkboxes

  2. Click Bulk Update

  3. Choose Assign to User

  4. Select the team member

  5. Click Apply

All selected tasks are now assigned to that person.

Common bulk assignment scenarios:

  • Assigning a new employee their first batch of tasks

  • Redistributing work when someone is out

  • Assigning all tasks for a specific project or area

💬 Task Comments

Keep all discussion in one place - questions, updates, and decisions stay with the task.

Adding a Comment

  1. Open a task in the sidebar

  2. Scroll to the Comments section

  3. Type your message in the comment box

  4. Click Post

Replying to Comments

Click Reply under any comment to start a thread. This keeps related discussion together.

Editing and Deleting

  • Click the menu on your own comments to edit or delete

  • Edited comments show "Edited" indicator

  • Deleted comments are removed from view

😊 Reactions

Say "got it" or "nice work" without cluttering the thread - quick emoji reactions do the job.

Available Reactions

👍

Thumbs up - agree or acknowledge

🙌

Celebrate - great work

💯

Perfect - exactly right

😂

Laugh - something funny

👀

Looking - I'll check this out

🎉

Party - celebrate completion

Click the reaction button under any comment, then select your reaction.

📌 Pinning Comments

Make critical info impossible to miss - pinned comments always appear first.

  1. Find the comment you want to pin

  2. Click the menu (three dots)

  3. Select Pin Comment

Pinned comments always appear first, regardless of when they were posted. Use this for:

  • Important instructions

  • Key decisions

  • Reference information

⚠️ Use Sparingly

If everything is pinned, nothing stands out. Reserve pins for truly important information.

🔔 Staying Informed

Never lose track of your work - quick filters and activity logs keep you in the loop.

My Assigned Tasks

Use the "My Assigned Tasks" filter to see only tasks assigned to you. Check this regularly to stay on top of your work.

Activity History

Every task has an activity log showing all changes:

  • Who made changes and when

  • Status updates

  • Assignment changes

  • Field edits

Find the Activity section in the task sidebar to see the full history.

👥 Team Workload Visibility

See who's overloaded and who has capacity - balance work before it becomes a problem.

Managers can see how work is distributed:

Dashboard Metrics

  • Active Assignments - How many people have work

  • Most Loaded User - Who has the most tasks

  • Unassigned Tasks - Work that needs an owner

Filtering by Assignee

In the task list, filter by assignee to see one person's workload. This helps with:

  • One-on-ones - review someone's tasks before meeting

  • Load balancing - identify who has capacity

  • Coverage planning - see what's affected when someone is out

✨ Collaboration Best Practices

  • Assign tasks promptly - Unassigned tasks don't get done

  • One owner per task - Even with multiple assignees, designate a lead

  • Use comments for context - "Why" is as important as "what"

  • Keep comments on-topic - Discuss the task, not general chat

  • React to acknowledge - A thumbs up shows you've seen something

  • Pin sparingly - Only truly important information

  • Check "My Tasks" daily - Stay on top of your assignments

  • Balance workloads - Watch the dashboard for overloaded team members

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