Assignments: Using the Assignments Feature

Last updated: July 23, 2025

Background

The Assignments feature enables users to delegate entire checklists, playbooks, or specific sections to individual team members in collaborative workflows. Assigned users receive email and in-app notifications when something is delegated to them, and can view all their assignments in a centralized dashboard section.

Things to Consider

  • Only users with privileged roles such as Team Admin (TA), Team Manager (TM), or Team Editor (TE) can be assigned or can change assignments. General unprivileged users (UUs) can view assignments but cannot be assigned or modify them

  • General shared users can view assignments but cannot be assigned or modify them

  • You can assign full checklists/playbooks to a single user or delegate individual sections to different users

  • Users will receive both email and in-app notifications when assigned

  • The "Assigned to me" section will appear on your dashboard below "Shared with me"

  • All existing crunches will have the ability to assign users, but no assignments are made automatically

Steps

1. Assigning from the Home Panel

  1. In the home panel, locate the checklist/playbook box

  2. Look for the new assignment icon (👤). Mouse-over the icon to see the 'Assign user' tooltip

  3. Click on the icon to open a dropdown with user names and a search option

  4. Select a user from the dropdown

  5. The icon will change automatically to show the initials of the selected user

  6. Mouse-over the icon with initials to see the tooltip: 'Assigned to (User Name)'

2. Assigning from the Checklist/Playbook

  1. Open the checklist/playbook

  2. Locate the same assignment icon (👤) next to the checklist/playbook name

  3. For individual sections: Find the assignment icon at the item level, next to each checklist/playbook item name

  4. Mouse-over the icon to see the 'Assign user' tooltip

  5. Click on the icon to open the dropdown with user names and search option

  6. Select a user from the dropdown

  7. The icon will change to show the selected user's initials

  8. Mouse-over the icon with initials to see the tooltip: 'Assigned to (User Name)'

3. Changing User Assignment

  1. Click on the icon with the current assignee's initials

  2. A dropdown will open with user names and search option

  3. Select a different user from the dropdown

  4. The initials on the icon will change to reflect the new assignment

4. Unassigning a User

  1. Click on the icon with the current assignee's initials

  2. A dropdown will open with user names and search option

  3. Select 'Unassigned' (the first option in the dropdown)

  4. The icon will change from initials back to the original assignment icon without initials

5. Viewing Your Assignments

  1. Navigate to your dashboard

  2. Look for the new 'Assigned to me' section below 'Shared with me'

  3. View the list of all checklists/playbooks and items assigned to you

  4. Click on any item in the list to access it directly and begin work

Assignment Notifications

Email Notifications:

  • You will receive an email notification when assigned a checklist, playbook, or section

  • The email includes crunch and assignment information with the ability to open Document Crunch directly

  • Email notifications are only sent if you haven't seen or acknowledged the in-app notification within 10 minutes

In-App Notifications:

  • You will receive an in-app notification when assigned a checklist, playbook, or section

  • The notification includes crunch and assignment information with the ability to open it directly

  • Notifications are debounced and grouped in 10-minute increments to reduce email clutter

FAQs

Q: Who can be assigned a checklist, playbook, or section?

A: Only users with privileged roles such as Team Admin (TA), Team Manager (TM), or Team Editor (TE) can be assigned or can change assignments. General unprivileged users (UUs) can view assignments but cannot be assigned or modify them.

Q: Can assignments be changed after they're set?

A: Yes. Click the icon with the current assignee's initials, open the drop-down, and select a different user. The initials will update to reflect the new assignment.

Q: Can multiple users be assigned to one checklist or section?

A: No. While a single user can be assigned to the overall checklist/playbook, individual sections can be delegated to different users (one at a time). This allows for granular task distribution and avoids having multiple overlapping owners for a single item.

Q: What happens if a user is deactivated or removed from the system after being assigned work?

A: The assignment will show as unassigned, and privileged users (TAs/TMs/TEs) can re-assign the work to another user, ensuring no project bottlenecks occur.

Q: Will assignments trigger reminders or overdue notifications?

A: Upon assignment, users receive both email and in-app notifications. Overdue reminders and escalation workflows are not included in the current scope but are potential "nice-to-haves" for future iterations.

Q: What will happen with existing Crunches?

A: All existing crunches will have the ability to assign users. No user will be assigned to any crunch automatically.