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Task assignments help your team know who’s responsible for what. In Trilo, you can assign tasks to human team members or AI coworkers, making it easy to distribute work effectively.

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Assigning Tasks

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When Creating a Task

  1. Click + New Task
  2. Click the Assignee field
  3. Select a team member or AI coworker from the dropdown
  4. Complete the task creation

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On Existing Tasks

From task detail:
  1. Open the task
  2. Click the Assignee field (shows avatar or “Unassigned”)
  3. Select the new assignee
From list/table view:
  1. Click the assignee column for any task
  2. Select from the dropdown
  3. Change saves automatically
From Kanban view:
  1. Click the avatar on a card
  2. Select the new assignee

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Assignee Options

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Team Members

Any member of the project can be assigned:
  • Displays their name and avatar
  • They’ll receive notifications about the assignment
  • Appears in their “My Tasks” view

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AI Coworkers

Assign to AI for automated assistance:
  • Select any AI coworker from the dropdown
  • AI can work on tasks based on their capabilities
  • Activity shows AI-driven changes clearly

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Unassigned

Keep tasks unassigned when:
  • The right person hasn’t been identified yet
  • It’s a backlog item not yet ready for work
  • You want someone to self-assign

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Notifications

When you assign a task:

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The Assignee Receives

  • In-app notification about the assignment
  • The task appears in their “My Tasks” view
  • Email notification (if enabled in settings)

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Notification Content

Notifications include:
  • Task title
  • Who assigned it
  • Link to open the task directly

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Self-Assignment

Team members can assign tasks to themselves:
  1. Find an unassigned task
  2. Click the assignee field
  3. Select your own name
  4. You’re now responsible for the task
Self-assignment is great for teams that work from a shared backlog—members can pick up tasks as they have capacity.

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Changing Assignments

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Reassigning Tasks

To change who’s responsible:
  1. Click the current assignee
  2. Select the new person
  3. The change is logged in activity

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Why Reassign

Common reasons to reassign:
  • Original assignee is unavailable
  • Task requires different expertise
  • Workload balancing
  • Handoff during project phases

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Assignment History

The activity log tracks all assignment changes: 
Jan 15, 3:00 PM - Alex reassigned this task from Sarah to Mike
Jan 12, 10:00 AM - Alex assigned this task to Sarah

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Assigning to AI Coworkers

AI coworkers can be assigned tasks just like human members.

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When to Assign to AI

  • Content creation: Writing, editing, summarizing
  • Data analysis: Processing information
  • Research: Gathering information on topics
  • Routine tasks: Repetitive work AI can handle

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How AI Handles Tasks

When assigned to an AI coworker:
  1. The AI processes the task based on its capabilities
  2. Updates appear in the task activity
  3. AI may update status or add comments
  4. You’ll be notified of completion

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Reviewing AI Work

Always review AI-completed work:
  • Check the activity log for AI changes
  • Verify the quality of output
  • Make any necessary adjustments
  • Update status to Done when satisfied

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Bulk Assignments

Assign multiple tasks at once:
1

Select tasks

Use checkboxes in list or table view to select multiple tasks.
2

Open bulk actions

The bulk action toolbar appears.
3

Click Assign

Choose “Assign to…”
4

Select assignee

Pick the person or AI to assign all selected tasks to.
Bulk assignment is useful for:
  • Redistributing workload
  • Assigning new team member’s first tasks
  • Moving tasks during project transitions

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Workload Visibility

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Viewing Team Workload

See how tasks are distributed:
  1. Filter by assignee to see individual loads
  2. Use Table view to compare across team
  3. Look for imbalances in assignment

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Balancing Work

Signs of imbalance:
  • One person has many urgent tasks
  • Many tasks are unassigned
  • Some team members have nothing assigned
Solutions:
  • Reassign tasks from overloaded members
  • Have available members self-assign
  • Review priorities and postpone lower items

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My Tasks View

Every team member has a personal task view:

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What It Shows

  • All tasks assigned to you
  • Across all projects you’re in
  • Sorted by due date or priority
  • Filtered to active statuses by default

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Accessing My Tasks

  • Click My Tasks in the sidebar
  • Or filter any view to show tasks assigned to you

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Assignment Best Practices

Every task should have one clear owner. If multiple people are involved, create separate tasks or use collaborator mentions.
Assign based on who has the skills AND the availability to complete the task effectively.
Avoid assigning tasks that won’t be worked on for weeks. Assign when work is ready to begin.
If an assignee hasn’t made progress, check in. The task may need to be reassigned or clarified.
AI coworkers are great for specific task types. Match the task to the AI’s capabilities for best results.

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Troubleshooting

  • Check they’re a member of the project
  • They may need to be invited to the project first
  • Verify they have the correct role/permissions
  • Check their notification settings
  • Verify email notifications are enabled
  • Ensure the assignment saved (refresh and check)
  • Verify the task description is clear
  • Check if the AI coworker has the needed capabilities
  • Some tasks require human intervention

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Next Steps

AI Coworkers

Learn more about AI capabilities for task completion.

Roles and Permissions

Understand who can assign and be assigned tasks.