Assigning Tasks

From your

Applies to , ,

Overview

After you schedule a task list, you have the option to assign tasks in the list to specific people. When a task is assigned to someone, it is their responsibility to complete.

Things to know before you begin

  • A task list must be scheduled before you can assign tasks from the list to specific people.
  • A person must be scheduled to work on a given day to be assigned a task on that day.
  • When you assign a task to someone, the task is associated with their shift. As a result, the task is automatically reassigned if the shift is swapped, dropped, or reassigned. See frequently asked questions for more details.

Before you begin

  • Review How Tasks Work to learn about how to create, schedule, assign, and monitor tasks.
  • Schedule one or more task lists for your staff. A task list must be scheduled before you can assign tasks from the list to specific people.

Steps

From your computer, use the Scheduler to assign scheduled tasks to specific people.

  1. Click Calendar Scheduler at the top of the screen.
  2. Go to Week or Day view.
    • If you’re on week view, click Tasks next to the date.Add lists on week view
    • If you’re on day view, click Tasks Tasks.Add lists on day view
  3. Click the name of the task list that contains the task(s) you want to assign.
    If you don’t see any task lists, you need to schedule a task list.Scheduled task lists
  4. Click Anyone under the task that you want to assign, then click the person who is responsible for completing the task.Assign a task
    • Only people that are scheduled to work on the selected day can be assigned a task.
    • You can type a person’s name to filter the list of scheduled people.
  5. Click Done.
Assign tasks from your mobile device

You can also use the When I Work mobile app on your iPhone or Android phone to assign tasks. Just tap Today’s Task Lists on the dashboard to get started.

Next steps

Now that you’ve assigned some tasks, you can monitor tasks as your staff complete them throughout the day.

Frequently asked questions

If someone’s shift is updated, reassigned, or deleted, what happens to their assigned tasks?

Shift ChangeShift swapped or dropped
Task ChangeTasks are assigned to the person that takes the shift
Shift ChangeShift moved to a different time on the same day
Task ChangeNo changes
Shift ChangeShift moved to a different day
Task ChangeTasks are unassigned and can be completed by anyone
Shift ChangeShift converted to an OpenShift
Task ChangeTasks are unassigned while the OpenShift is available, then assigned to the person that takes the OpenShift
Shift ChangeShift deleted
Task ChangeTasks are unassigned and can be completed by anyone
Shift Change Task Change
Shift swapped or dropped Tasks are assigned to the person that takes the shift
Shift moved to a different time on the same day No changes
Shift moved to a different day Tasks are unassigned and can be completed by anyone
Shift converted to an OpenShift Tasks are unassigned while the OpenShift is available, then assigned to the person that takes the OpenShift
Shift deleted Tasks are unassigned and can be completed by anyone

If someone is deleted from my workplace, what happens to their assigned tasks?

Employee ChangeEmployee is deleted and their shifts are moved to OpenShifts
Task ChangeTasks are unassigned while the OpenShift is available, then assigned to the person that takes the OpenShift
Employee ChangeEmployee is deleted and their shifts are deleted
Task ChangeTasks are unassigned and can be completed by anyone
Employee Change Task Change
Employee is deleted and their shifts are moved to OpenShifts Tasks are unassigned while the OpenShift is available, then assigned to the person that takes the OpenShift
Employee is deleted and their shifts are deleted Tasks are unassigned and can be completed by anyone

 

Updated on October 4, 2018

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