Task auto-assignment helps you automatically distribute tasks to the right team members based on customizable rules. This cuts down on scheduling time to make your operations more efficient.
The auto-assignment system follows a hierarchy:
Property Rules (highest priority) - specific assignments for individual properties or property groups
Department Rules (fallback) - general assignment methods when no property-specific rules apply
Staff Rules - underlying configuration for availability, seniority, and skills
Setting up Department Rules
Department rules serve as your default assignment method when no specific property rules apply.
How to configure department rules
Navigate to Tasks > Auto-Assignment
Click on the Department Rules tab
Review existing departments and users
Add additional users to departments if needed by clicking Add Users
Choose your assignment method:
Workload Balanced: Distributes tasks evenly across team members
Seniority: Assigns tasks based on staff seniority levels
Set a backup method to use when the primary method has multiple options
Save your configuration
Assignment Methods Explained
Workload Balanced This method automatically distributes tasks evenly across all available team members in the department, ensuring no one person becomes overloaded.
Seniority Tasks are assigned based on the seniority levels you've set for each staff member (Senior, Mid, Junior). Seniority levels are configured in the Staff Rules section.
Creating Property Rules
Property rules allow you to assign specific team members to particular properties or property groups, overriding department rules.
How to add property rules
Go to the Property Rules tab
Click Add Property Rule at the top
Select the Department (e.g., Cleaning Team)
Choose rule type:
Group Rule: Apply to multiple properties within a group
Property Rule: Apply to a specific individual property
Select the Property or Property Group
Choose the Assignee(s) - you can select multiple team members
Click Create Rule
Managing property rules
Edit: Click the edit button next to any rule to modify assignments
Delete: Remove rules that are no longer needed
Priority: Property rules always take precedence over department rules
Note: If no staff are assigned to a property through property rules, the system will fall back to your department rules.
Configuring Staff Rules
Staff rules define individual team member availability, seniority, and special skills.
How to set up staff rules
Navigate to the Staff Rules tab
For each team member, configure:
Work Schedule
Click and unclick days of the week to set availability
Only available staff will receive task assignments
Seniority Level
Set as Senior, Mid, or Junior
Used when seniority-based assignment is selected
Skills and Qualifications
Add relevant skills (e.g., "Plumbing", "Electrical", "Deep Cleaning")
Tasks requiring specific skills will be assigned to qualified staff members
Adding skills and qualifications
Skills ensure that specialized tasks are assigned to team members with the right expertise. When a task requires a specific skill, the system will only assign it to staff members who have that qualification listed.
Testing Your Assignments
Before implementing auto-assignment, test your rules to ensure they work as expected.
Go to the Test Assignments tab
Select a Property
Choose a Department (e.g., "Cleaning Team")
Click Test
Review the suggested assignee based on your current rule configuration
Testing helps you verify that your rules are working correctly before applying them to live workflows.
Implementing Auto-Assignment in Workflows
Once your rules are configured, you need to activate auto-assignment in your task-creating workflows.
Navigate to your existing workflow or create a new one
Open the workflow you want to modify
Find the task action you want to auto-assign
Click Edit on that action
Change the User Assignment Type from "User Selection" to "Auto Assignment"
Save the workflow
Click Run on Existing Triggers
Double-check that assignments for specific groups or properties are correct in the second tab
Important considerations
This will be applied to only new tasks created
Always review property-specific assignments before saving
Test with a few tasks before rolling out to all workflows
Monitor assignments initially to ensure rules are working as expected
Best Practices
Start Simple Begin with basic department rules before adding complex property and skill-based assignments.
Regular Review Periodically review your rules to ensure they still match your team structure and business needs.
Skills Management Keep skills and qualifications up to date as team members develop new capabilities.
Backup Methods Always set backup assignment methods to handle edge cases where the primary method doesn't provide a clear choice.
Monitor Workloads Even with workload balancing, periodically check that tasks are being distributed fairly across your team.