Overview
A group activity that requires contribution from multiple individuals can be created as a Participant Task in your project plan. This will help keep track of who has completed their part and who is pending. The ownership of the task will remain with a single user which ensures accountability and transparency among team members.
User Access
Admin & Managers can add participant tasks at the template level.
Admin, Managers, & Guides can add/edit/remove participant tasks at the project level.
How to create/edit a Participant Task
Click "Add Task" at the bottom of the milestone you'd like to add a task to.
Select the Participant Task option.
Add details to the task (Assignee and Participant Task Instructions are the most important!)
Assign the task to the right person (this may be internal, customer, or even third party)
Add Participants to the task.
Click "Save Task"
Best Practices
You can bake participant tasks at the template level. This will make it super easy to just add the right customer participants when you need to!
In the Assignee Task instructions, don't forget to remind the task assignee to do the following:
Add the right participants to the task
Click the SEND THE PARTICIPANT ASSIGNMENTS button after they've added participants
FAQs
How do I assign multiple users to a Task?
How do I assign multiple users to a Task?
A task can only be assigned to one person but you can add multiple users as participants to a Participant Task. The Participant task can be assigned to a single user who will own the task!
I don't see someone on the list of participants.
I don't see someone on the list of participants.
Please double-check that that user has been invited to the project. If you don't see them then chances are they haven't been invited.
What's the best use case for a participant task?
What's the best use case for a participant task?
Usually, a task that requires multiple people to complete i.e. " Watch this training video" or "Log into the ACME platform"
What is the 0/1 on the screenshot above?
What is the 0/1 on the screenshot above?
This will tell you how many participants have completed their portion of the task. If you have 60 participants and 12 have completed it then you'll see "12/60"
How does the task assignee keep track of who's done completed the task?
How does the task assignee keep track of who's done completed the task?
As participants complete their work, the task owner will receive an email notification in real time.
Can I remind people to complete their tasks?
Can I remind people to complete their tasks?
You absolutely can! Simply click the "send participant assignment" button. Everyone who's listed as a participant in the task will receive the notification. This includes those who have completed their portion of the assignment.
Do I have to resend the assignment to those who have completed their portion?
Do I have to resend the assignment to those who have completed their portion?
To not send emails to these participants, you can remove them from the participant task after they've completed their portion of the work. Once all participants have completed their assignment, the task owner will receive a final notification to mark the participant task as "Done".
Will the Participant Assignments send out automatically?
Will the Participant Assignments send out automatically?
No, because we want to make sure before we send that out that the right people have been added to the task. Once the task has the right people added you can manually send it with the click of a button!
Why aren't Participants on a Task not seeing the Task in Compass View?
Why aren't Participants on a Task not seeing the Task in Compass View?
GUIDEcx Customers who are a Participant on a Task will only see that Task in Compass if the Task has been assigned. If it is unassigned it does not show up in Compass.