Assign users to project and activities
Assignees are the people who are responsible for getting a piece of work done: for example the project manager of a project, the leader of a work package, or the person who owns a task, deliverable or milestone. You can assign individual users and whole groups (for example a project board or a technical team).
Assignees vs. lead participant: Assignees are people. The Lead. Participant field further down in the same sidebar names the responsible partner organisation (see Create, update, and move activities). An item usually has both: an organisation that leads it and the people from it who do the work.
⚠️ Assigning does not give access. Being an assignee does not by itself let a user see or change the item. The assigned users also need the matching access rights to it: at least Read rights to see it, and Edit rights to change it or report progress. Check the rights when you assign someone for the first time.
To assign users yourself, you need at least Edit rights to the item. Assignees can be changed even when an item is locked.
What assignees are used for
- Clear responsibility: everyone can see who is in charge of each project, activity and event. Assignees are shown as avatars in the item's sidebar, in the Assignees column of the Workplan Table view, and on the Kanban cards.
- Filtering: in the Table view, filter the Assignees column by a user or a group to see everything a person or team is responsible for.
- Gantt chart: switch on Assignees under Settings in the Gantt view to show the assignees' avatars next to each bar.
- Time tracking: in Time › My TimeSheet, My Activities shows the activities you are assigned to (and those you have already booked time on), so you can book your time on the right work quickly.
- History: changes of assignees are recorded in the item's Activity Stream.
Assigning users and groups
- Click Workplan in the main menu.
- Click the project, activity, deliverable or milestone. Its sidebar opens.
- At the top of the sidebar, next to the name, click Select assignees (or the + button if someone is already assigned). A list of users and groups opens; type in the search field to find someone quickly, and select one or more entries. Groups are shown as Group: ….
- Click the save button at the bottom of the sidebar (for example Save Activity). Until then, the change is not saved.
Removing an assignee
Hover over the assignee's avatar at the top of the sidebar and click the X icon. Then save the item.
