Overview
To assign tasks effectively in GUIDEcx, it helps to understand that the PSA Assignment Engine isn’t just a simple dropdown - it’s a smart system designed to match the right work with the right person at the right time.
At its core, the engine evaluates users in phases. It first applies strict requirements to determine who is even eligible, then ranks those users based on availability and workload to recommend the best fit. This means assignments aren’t left to guesswork - they’re guided by real data like skills, schedules, and capacity.
Whether you’re assigning a single task or distributing work across an entire project, understanding how these layers work together will help you avoid empty assignee lists, make better staffing decisions, and confidently rely on the system’s recommendations.
Below, we’ll break down the three phases of the Assignment Engine so you can use it to its full potential.
Phase 1: The "Hard Filters" (Attributes & Availability)
GUIDEcx PSA uses Attributes and Availability as strict gatekeepers. If a task is configured with requirements, only users who match all criteria will be eligible for assignment. (Learn how to add Attributes and Availability for users.)
In a Task Template (or even within a live project): Open the task and scroll to the bottom.
Under Availability you can add the type of availability required to complete this task (e.g., "In Office").
On the right sight you'll see a button to Add Attribute. Select an attribute (e.g., "Figma").
Result: When you click the Assignee field, GUIDEcx will only show users who:
Have the "Figma" attribute.
Are marked as "In Office" on the Calendar for that task's date.
If no user matches both, the list will appear empty, and you must use Advanced Search to override.
Phase 2: The "Match Score" (Holidays & Time Off)
Unlike the hard filters above, Holidays and Time Off do not hide users. Instead, they impact the Match Score (0-100). (Learn more about Holiday and Time Off configuration here)
High Score (100): User has the required attributes, correct availability, and is not on vacation.
Decreased Score: If a user is on a scheduled Holiday or Time Off during the task duration, their score will drop (e.g., to 85).
Visual Indicator: When assigning, look for the "Best Match" pill. The system recommends the user with the highest score and the lowest current workload (tasks on their plate).
Phase 3: Bulk Assignment
For large projects, you can automate the entire assignment process based on these rules.
Navigate to the Team tab of a project.
Ensure you have added potential users to the project (e.g., several Product Managers).
Click the kebab menu next to a user's name.
Select Assign Unassigned Tasks.
The Conflict Resolver: GUIDEcx will attempt to give the user every task that matches their role and attributes.
If you attempt to bulk-assign tasks to a user who lacks a required attribute, a "Confirm Task Assignment Changes" modal appears.
It will warn you: "The attribute will be removed from the task if you proceed."
Click Confirm Changes to override the system's logic and force the assignment, or Cancel to keep the task unassigned for a better-qualified user.
Summary Table: GUIDEcx PSA Logic Impact
Feature | Filter Type | Effect on Assignment |
User Role | Hard | User must have the role (e.g., PM) to see tasks. |
User Attributes | Hard | User must have the skill pill to appear in the list. |
Availability | Hard | User must be in the correct state (Remote/Onsite). |
Holidays | Soft | Lowers the Match Score; warns the assigner. |
Time Off | Soft | Lowers the Match Score; warns the assigner. |