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Assigning Team Members to Projects

Assigning the right team members to projects ensures everyone knows their role and has visibility into the work. This guide covers project team assignment.

Why Assign Team Members?​

When you assign team members to a project:

  • ✅ They see the project in their dashboard
  • ✅ They receive project notifications
  • ✅ They can be assigned tasks within the project
  • ✅ Their workload is tracked
  • ✅ They can access project files and details

Assigning Team Members​

During Project Creation​

  1. In the new project form, find Team section
  2. Click + Add Member
  3. Search for team members
  4. Click to add each person
  5. Continue with project creation

After Project Creation​

  1. Open the project
  2. Find the Team section in the sidebar
  3. Click + Add Member
  4. Search and select team members
  5. They're added immediately

Team Roles​

Define each member's role on the project:

RoleTypical Responsibilities
Project LeadOverall project management
Account ManagerClient communication
DesignerDesign and creative work
DeveloperTechnical implementation
WriterContent creation
ReviewerQuality assurance

Setting Roles​

  1. In the Team section, click on a member
  2. Select Set Role
  3. Choose from list or enter custom role
  4. Save

Roles help clarify responsibilities and filter assignments.

Project Lead​

Designate one person as the project lead:

  1. Click on a team member
  2. Select Make Project Lead
  3. The lead badge appears next to their name

The project lead:

  • Appears first in team lists
  • May receive additional notifications
  • Is the default for unassigned items (optional)

Removing Team Members​

To remove someone from a project:

  1. Find them in the Team section
  2. Click the × or hover and click Remove
  3. Confirm removal

What Happens When Removed​

  • They lose access to the project
  • Assigned tasks remain (but may need reassignment)
  • Their past activity is preserved

Bulk Team Assignment​

Assign the same team to multiple projects:

  1. Go to Projects list
  2. Select projects with checkboxes
  3. Click Bulk Actions
  4. Choose Assign Team
  5. Select team members
  6. Apply

Team Notifications​

Control what team members are notified about:

Default Notifications​

Team members receive notifications for:

  • New tasks assigned to them
  • Comments mentioning them
  • Status changes (optional)
  • Due date reminders

Project-Level Settings​

  1. Open project settings
  2. Go to Notifications
  3. Configure:
    • Notify on all activity
    • Notify on status changes
    • Notify on comments
    • Notify on file uploads

Viewing Team Workload​

See how much work each team member has:

From Projects​

  1. Go to Projects → Team View
  2. See all team members
  3. View project counts per person
  4. Identify over/under-loaded members

Workload Report​

  1. Go to Reports → Workload
  2. Select date range
  3. View assignments by person
  4. See capacity utilization

Using Teams/Groups​

For consistent team assignment, create groups:

Creating a Team Group​

  1. Go to Settings → Teams
  2. Click + New Team
  3. Name the team (e.g., "Design Team")
  4. Add members
  5. Save

Assigning a Group​

  1. When adding to a project, search for the team name
  2. Select the team group
  3. All members are added at once

Access Permissions​

Team assignment affects access:

AssignmentAccess Level
Assigned to projectView and contribute
Not assignedNo access (unless admin)
Project LeadView, contribute, and manage
Admins

Administrators can access all projects regardless of assignment.

Best Practices​

Assign Early​

  • Add team members when creating the project
  • Don't wait until work starts
  • Include everyone who needs visibility

Keep Teams Updated​

  • Remove people who roll off
  • Add new team members promptly
  • Review assignments periodically

Use Roles Clearly​

  • Define role responsibilities
  • Use consistent role names
  • Match roles to actual work

Balance Workload​

  • Check capacity before assigning
  • Distribute work fairly
  • Avoid overloading individuals