Overview

100% task assignment ensures accountability among team members. Assigning tasks at the time of project creation helps keep the project on track from the start leading to e

User Access

Admins and Managers can assign tasks to internal users at the project and template levels. Guides and Task Owners can assign internal tasks to internal users and customer tasks to customers in the projects they are added to
Contributors can reassign tasks assigned to them to other internal users.
External team members can reassign tasks assigned to them to other external team members.

Inviting users to a Task during project creation

During Project Creation

Select the "Assign all internal tasks to the PM" box if you'd like to bulk assign all internal tasks immediately to the project manager. This will assign every task internal task that is unassigned in the template to the project manager.

Note: Only Guides, Manager and Admin users can be assigned as the Project Manager of a project.
Task owners, contributors, and observers can not be assigned as the project manager. Check out our user permissions here

After Project Creation

Once you have completed your project creation, you will be prompted to invite team members to your project.

If your project has been active for some time, you can add team members by clicking on the “+ Add Team Member” button found in the top-right of the “Team” tab of a project.

You will see options for adding customer, internal, and third-party users at the top of the tab. To add a customer, enter the customer's name and email address. Here, you have the option to assign all customer tasks to the customer being invited.

Under the “Add Team Member” tab, you can add internal and third-party users that likely won’t have tasks but still need to observe the project.

Note: Internal and third-party users will be added to a project automatically when they are assigned to a task.

Assigning Users to a Task in an Active Project

After you have created a project, go to the “Plan” tab. This will open your project with all tasks. If your goal is to assign individuals multiple tasks, it's best practice to bulk edit.
If you have individual tasks you'd like to assign, find the task you would like to assign and open the edit screen by clicking either the three dots in the upper right-hand corner of the task plate or the icon circle (highlighted below). This will open the task editing window.
In the task editing window, pick the assignee(s) from the drop-down list.

The drop-down list will populate users based on the responsibility the task designates (internal, customer, or third party). If the user does not appear in the drop-down, you can add them to the team in the “Team” tab of the project.

Pro tip: Set up task dependencies and bulk assign all project tasks to set your project up on autopilot.

Task Assignment Notifications and Emails

When users are assigned a task, three things occur:

A notification is sent to them via the web application.
A notification is sent to them via the mobile app.
An email is generated to the user where they have the option to update the task via their own inbox.

If multiple tasks are assigned at the same time to the same person, the notifications will be consolidated into a single email. Read more about notifications here.

Assigning Users to a Task within a Template

If certain tasks are carried out by specific users then assign those tasks to those specific users in the template. This will make sure that these tasks are assigned always automatically assigned to the desired user whenever the template is uploaded to any project.

Go to the “Templates” option on the left-hand menu of GUIDEcx.
Click the template you wish to edit.
Go to the “Plan” tab.
Find the task you wish to repeatedly assign to the same individual.
Assign the individual the task.
Hit “Save”.

Note: Assigning users to tasks in templates will not update this assignment in active projects where the template is already in use.

Unassigned Tasks within a Project

If a task remains unassigned a dependency may be triggered for an unassigned task, causing your project to stall. To prevent this from happening, keep an eye on the percentage of tasks assigned that are displayed on the top right of your project plan screen. Any percentage less than 100% means that there are tasks left unassigned.

External Visibility of Internal Tasks

External task visibility settings enable your company to customize how much information customers can see about an internal task, giving you the chance to tailor how your customers experience GUIDEcx. These can be set at the company level and/or be overwritten by your project managers on a task-by-task basis. There are three visibility settings for your customers and third parties:

Visible: This gives your external users (customers and/or third parties) read-only access to the task details.
Task name only: External users will only see a collapsed view of your internal responsibility tasks.
Hidden: This is controlled on an ad hoc basis at the task level on each internal, regular task. This will completely hide internal, regular tasks from your external users.

How to edit Global Settings for Task Visibility

Go to “Company Details” in the bottom-left corner of GUIDEcx.
Go to the “Settings” tab.
Global Project Settings.

Here, you can set a default “Visible” or “Task Name Only” setting. After applying the setting, any newly created Internal task will default to this setting.

How to override the default visibility setting at the Task level

Create a new task or edit a created task.
Set the task type to "Regular Task"
Make the responsibility "Internal".
You'll see the "External Visibility" dropdown. The default selection will correspond to your global settings but can be overwritten with any of the available options.
For hidden tasks - external users will no longer be able to see this task in the plan view, notifications, tooltips, etc.

Best Practices

Assign all tasks at the time of project creation or immediately after project creation. Your project should never be less than 100% assigned.
Assign tasks performed by specific users to them in the template itself.

FAQs

Can Tasks be assigned to users in Templates itself?

Only internal users and third-party members can be assigned to tasks in Templates. Uploading any such templates with preassigned tasks will automatically add these users to the project with those tasks assigned to them. Customers cannot be assigned to tasks at the template level!