Task Roles are a way to create placeholders for assignees in Task Templates
Task Roles can be added to Task Lists and Task Templates, serving as flexible placeholders for assigned users. By integrating Task Roles into templates, organizations can ensure that responsibilities are clearly defined based on role rather than specific individuals, streamlining task delegation as team assignments evolve. This approach supports dynamic workflows by allowing Task Templates to be standardized while retaining the flexibility to assign or update users at any stage in the task lifecycle.
📑 Learn To:
💡 Things to Consider
Task Roles must be configured before they can be applied to Task Lists/Templates.
The user assigned to the Task Role can be changed at any time, as needed. If the user assigned to the Task Role is changed, all task items that do not have a status of "Complete" will be updated to the new Task Role assignee.
⚙️ Steps
Add Task Roles in Workspace Settings
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Select the gear icon to navigate to workspace settings.
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Select User Management from the Settings menu.
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Select "Roles".
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Select "+Add Role", then enter a name for the role then select save. Typically, roles will be closely aligned with job duties/job titles. Select "Create".
Repeat as many times as you need to create a list of Task Roles specific to your company.
Now, the Task Roles will be available in the "Assign to Role" field within Task Templates.
Next, learn how to add Task Roles to Task Templates.
Add Task Roles to Task Lists
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Task Roles will be set up on each individual task. Select a Task to open the task details.
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Find the "Assign Task to a Role" toggle and turn it on. The "Assign to User" field will change to a "Assign to Role" field.
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Select a Task Role from the dropdown. The Task Role will save to the task automatically.
Next, learn to manage the Task Roles on Deals or Properties.
Manage Task Roles on Deals or Properties
When a Task Role is configured in workspace settings, a related to field is automatically created on the Deal (for Deal Roles) and on Properties (for Property Roles).
The corresponding "related-to" field must be added to a deal/property layout in order to assign users to task roles.
*Consider adding the "Roles" panel, although not required*
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Select a deal or property and navigate to the roles fields, wherever they live on the layout. The location of these will differ per workspace. Field names will match the Task Role names.
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Use the dropdown to select any user to assign to the Task Role.
