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Task Assignment

Assigning tasks ensures clear ownership and accountability. This guide covers how to effectively assign tasks to team members in Shorebird OS.

Assigning a Task​

During Task Creation​

  1. Create a new task
  2. Click the Assignee field
  3. Search for a team member
  4. Click to assign
  5. Complete task creation

On Existing Tasks​

  1. Open the task
  2. Click the assignee field (or person icon)
  3. Search and select the assignee
  4. Assignment saves automatically

From Task List​

  1. In the task list, click the assignee column
  2. Select the assignee
  3. Saved immediately

Multiple Assignees​

Some tasks need more than one person:

Adding Multiple Assignees​

  1. Open the task
  2. Click the assignee field
  3. Select first person
  4. Continue selecting additional people
  5. All are added

How It Works​

  • All assignees see the task in their list
  • All receive notifications
  • Any assignee can complete the task
  • Activity shows who completed it

Assigning to Yourself​

Quickly take ownership:

  1. Open the task
  2. Click Assign to me

Or from the task list:

  1. Click assignee column
  2. Select your name at top of dropdown

Reassigning Tasks​

To change who's working on a task:

Single Reassignment​

  1. Click the current assignee
  2. Clear or select a new person
  3. The previous assignee is removed
  4. New assignee is notified

Bulk Reassignment​

When someone leaves or workload shifts:

  1. Go to task list
  2. Select multiple tasks
  3. Click Bulk Actions → Reassign
  4. Select new assignee
  5. Apply

Finding Unassigned Tasks​

Filter View​

  1. In task list, click Filter
  2. Select Assignee → Unassigned
  3. View all tasks without owners

Quick Filter​

Look for the "Unassigned" option in filter bar.

Assignment Notifications​

When you assign a task, the assignee receives:

  • In-app notification — Appears in notification center
  • Email notification — If they have email notifications enabled
  • Push notification — If using mobile app

Controlling Notifications​

Users can configure notifications:

  1. Go to Settings → Notifications
  2. Toggle task assignment notifications
  3. Choose email, in-app, or both

Viewing Assignments​

My Tasks​

See all tasks assigned to you:

  1. Click My Tasks in sidebar
  2. View your complete task list
  3. Filter by project, due date, priority

Team Workload​

See what everyone is working on:

  1. Go to Projects → Team View
  2. See tasks per team member
  3. Identify overloaded/underloaded people

Project Task Board​

See assignments within a project:

  1. Open the project
  2. Switch to Board View
  3. Tasks grouped by assignee (or status)

Assignment Rules​

Set up automatic assignment:

Project Defaults​

Assign new tasks automatically:

  1. Open project settings
  2. Set Default Assignee
  3. New tasks auto-assign to this person

Role-Based Assignment​

Assign based on task type:

  1. Go to Settings → Automation
  2. Create rule: "When task contains 'design', assign to [Designer]"
  3. Save

Load Balancing​

Distribute work evenly:

Viewing Capacity​

  1. Go to Reports → Workload
  2. See task count per person
  3. View by time period

Round-Robin Assignment​

Automatically rotate assignees:

  1. Enable in project settings
  2. New tasks cycle through team members
  3. Balances workload automatically

Handoffs and Transitions​

When work passes between people:

Clean Handoffs​

  1. Document task status in comments
  2. Clear the current assignee
  3. Assign to next person
  4. They receive full context

Using Stages​

Set up task stages:

  • Design → Development → QA
  • Each stage has a default assignee
  • Moving stages triggers reassignment

Best Practices​

Assign Thoughtfully​

  • Consider workload before assigning
  • Match skills to task requirements
  • Don't assign to unavailable people

One Owner​

  • Tasks work best with a single owner
  • Even with multiple assignees, identify primary
  • Reduces confusion about responsibility

Clear Expectations​

  • Include due date with assignment
  • Provide necessary context
  • Be available for questions

Follow Up​

  • Check on assigned tasks periodically
  • Offer help if blocked
  • Celebrate completions

Troubleshooting​

Can't find team member​

Person not receiving notifications​

  • Check their notification settings
  • Verify their email is correct
  • Check spam folder

Wrong person assigned​

  • Click assignee and change
  • Use bulk actions for multiple tasks