Assignment & scheduling

This page covers how tasks are assigned to the people who action them, and how recurring tasks are generated on a schedule.

Assigning tasks

A task can be assigned to:

a user (an individual team member),
a group (a user group), or
both — a user and a group together.

When both are set, the user must belong to the assigned group. The platform enforces this fail-closed: an attempt to assign a task to a user who is not a member of the specified group is rejected, whether the assignment happens at creation time or later.

A task can also be left unassigned — for example, raised against a group so that any member can pick it up.

Visibility

What a user sees in their task list depends on their role:

Managers, admins and the organisation owner see all tasks.
Ordinary users see tasks that are assigned to them, created by them, or assigned to one of their groups while not yet claimed by a specific user.

This scoping is applied to every way of reading tasks, so users only ever see the work that is relevant to them.

Filtering

Task lists can be filtered to help teams focus, including by:

assignee (a specific user, a group, "assigned to me", or "assigned to me or my group"),
whether a task is unassigned,
status, priority and type,
whether a task is open or overdue,
due-date range,
the linked entity (reference type and id),
and free-text search.

Recurring tasks with schedules

For work that needs to happen regularly, a task schedule acts as a template that generates task instances automatically.

A schedule defines:

a frequency — once, daily, weekly, monthly or yearly,
an interval (for example, every 2 weeks),
the days of the week and time of day it should run,
and when it ends — never, on a specific date, or after a set number of occurrences.

Schedules can be active, paused or ended. A background job runs regularly and materialises the task instances that are due from every active schedule, so the tasks simply appear in the list when expected without anyone having to create them by hand.