Assigning tasks effectively is one of the most important parts of managing projects in WorkOwl. Clear ownership helps your team stay focused, accountable, and productive. This guide walks you through how to assign tasks properly—and best practices to make sure your team stays aligned and on schedule.
Step 1: Open the Task You Want to Assign
You can assign a task when you create it or after it’s been added to your project.
To assign a task:
- Go to your Project → Tasks Tab.
- Click on the task you want to assign.
- In the task details panel, locate the Assignee field.
- Select a team member from the dropdown list.
If you’re working with a large team, use the search bar to quickly find the person you’re looking for.
Step 2: Assign Tasks During Creation
You can also assign tasks while creating them:
- Click Add Task under the right section.
- Enter the task name, details, and due date.
- Choose the assignee from your team list.
- Click Save.
This ensures every new task immediately has an owner—reducing confusion and improving accountability.
Step 3: Add Multiple Assignees (If Enabled)
If your workspace allows multiple assignees, you can assign a single task to several team members.
This is useful for collaborative work, such as:
- Group reviews or approvals
- Paired programming
- Multi-department handoffs
Each assignee will see the task on their personal dashboard, and updates made by one member will be visible to all.
Tip: For complex projects, consider breaking large shared tasks into smaller, individually assigned tasks to improve clarity.
Step 4: Review Roles and Permissions
Before assigning, make sure the user has access to the project.
To check:
- Go to your Project → Team Tab.
- Confirm that the person is listed as a project member.
- Review their role (admin, manager, or member).
Roles control what actions each person can take. For example:
- Managers can create, edit, and assign tasks.
- Members can complete and update tasks assigned to them.
- Viewers can only view progress and details.
Step 5: Set Deadlines and Priorities
An assigned task is most effective when it includes clear expectations.
After selecting an assignee:
- Add a due date to establish timelines.
- Set a priority level (low, medium, or high).
- Include any attachments or notes for context.
WorkOwl automatically sends task notifications to the assigned member so they’re always aware of new responsibilities or updates.
Step 6: Track Assigned Tasks
You can monitor progress and workload directly from the dashboard.
Use these tools:
- My Tasks: Each team member can view tasks assigned to them.
- Workload View: See how many tasks each person has and adjust distribution as needed.
- Activity Feed: Track updates, comments, and task completions in real time.
If a team member is overloaded, you can easily reassign tasks by editing the Assignee field at any time.
Best Practices for Assigning Tasks
To make your workflow more effective:
- Assign only one person as the main owner for clarity.
- Include clear descriptions and expectations before assigning.
- Set realistic deadlines based on workload.
- Review assignments weekly to balance team capacity.
- Communicate changes directly in the task comments.
Well-assigned tasks eliminate confusion, prevent delays, and help every project move forward smoothly.
Quick Recap
- Assign tasks from the task panel or during creation.
- Add a single or multiple assignees depending on the project.
- Confirm team roles and permissions before assigning.
- Use due dates and priorities for clarity.
- Track and rebalance workloads through the dashboard.
Need Help?
If you have questions about team permissions, workload balancing, or custom assignment settings, visit the Support section in your WorkOwl dashboard.
WorkOwl makes it simple to give the right tasks to the right people—so your team can stay productive, organized, and focused on results.