Assigning People to an Activity
Assign people to an activity by searching for them by name, or by filtering on what they are: their tags, role, location or department. Bulk actions let you add a whole matching group in one click, and the assignment drawer always shows exactly who is being added or removed before you save.
Available from Zegeba 4.13.
Before You Start
- You need permission to manage activities in your workspace.
- To assign by skill or location, users need tags. See Tag Users and Bulk Edit Tags and Tags.
The Assignment tab
Open an activity and select Assignment. The tab shows a live count of everyone on the activity, split into role sections such as Assignee, Responsible and Manager. Each section keeps its own list, and a person can hold only one role at a time: someone already in another section shows as locked with an "In {section}" label.
Steps
- Open the activity (from the Activities view, double-click the row or pick Assign from its action menu) and select the Assignment tab, then the role section you want to edit.
- To add someone by name, type in the search field. It matches name, @handle, email, role, location, department and tags. Select a person in the results to add them.
- To add a group, select Filter and pick facets: tags and certifications, shift, region, role, location or department. Each row shows a live count of how many people it would match. Filters combine, so Role Inspector plus Location Bergen finds the certified inspectors in Bergen.
- With two or more tags selected, use the All tags / Any tag toggle above the results to choose whether people need every selected tag or at least one of them.
- Select Add All to add everyone in the current result, or add people one by one from the list.
6. Review the Assigned list. People added this session carry a New badge. Removing an existing person marks the row Will be removed with an undo arrow: nothing happens until you save.
7. To notify the new people, tick Notify new assignees by email above the footer.
8. Select Save Changes. The staged additions and removals are applied: the New and Will be removed badges clear, and the counts on the role tabs show the new totals.
Browse the whole workforce
With no search and no filters, the bar under the controls shows the size of your workforce. Select Browse all to scroll the full directory. Add All is disabled while browsing unfiltered, so a whole workforce is never one accidental click away.
FAQs
Why is someone greyed out with an "In Assignee" label?
A person can hold only one role on an activity at a time. Someone already in another section is locked there; remove them from that section first.
Why is Add All disabled?
Add All works on a filtered result. With no search and no filters it would assign the whole workforce in one click, so while browsing everyone it stays off.
Who gets the notification email?
Only people newly added in this save, and only when Notify new assignees by email is ticked. Removals do not send anything from this drawer.
