Overview
If your agency works as a team or with virtual assistants, you can pre-assign tasks to other agency members from task templates, workflows, and automations. When the task is added to a trip or contact, the assignee sees it in their global task list.
You can already assign tasks directly to any user with access to a specific trip or contact. This article covers the additional ability to set an assignee at the template, workflow, or automation template level, before the task is attached to anything.
Who can be assigned
You can assign any admin or collaborator in your agency.
Admins can access all agency-shared trips and contacts, plus commission reporting data.
Collaborators can access all agency-shared trips and contacts, but cannot access agency-wide reporting and commission data. This is the recommended role for virtual assistants and team-based agents.
Agents cannot be assigned to tasks from a template, workflow, or automation template. Before assigning, make sure your teammates are configured with the correct role in your agency settings.
Where you can set an assignee
You can set an assignee in three places:
In a task template: set a default assignee when creating or editing the template.
In a workflow: set or override the assignee on any task within the workflow.
In an automation template: set the assignee when configuring a "create task" action.
In each case, search for the teammate by name in the assignee field and select them.
What happens when the task is created
When a task is added to a trip or contact, Tern checks whether the assignee has access to that trip or contact.
If the assignee has access, the assignee is preserved and the task appears in their global task list.
If the assignee does not have access, the assignee is removed and the task becomes unassigned.
The assignee is removed only when the task is added to a trip or contact that has not been shared with the agency. Trips are shared with the agency by default, so this should occur rarely.
Tasks on contacts
Task assignment works the same way for tasks attached to contacts as it does for tasks attached to trips.