Assign Tasks to Entire Roles Instead of Individual Employees

The Problem

You have a daily opening checklist that every bartender needs to complete. Your team has six bartenders who rotate shifts. Do you really have to type in all six names every time you create the task? What happens when you hire a new bartender—do you have to update every task? There's got to be a better way.

The Solution

Role-based task assignment lets you assign a task to an entire job role (like "Bartender" or "Kitchen Staff") instead of individual employees. Everyone with that role automatically sees the task—current employees and future hires. Assign once, and you're done forever.

How to Use It

1. When creating a task list, scroll to the Assign to Roles field
2. Start typing a role name (e.g., "Bartender", "Server", "Kitchen Staff")
3. Select the role from the dropdown
4. Add multiple roles if needed (e.g., both "Bartender" and "Bar Manager")
5. Save the task

Every employee with that role will see the task in their task list. When you hire someone new and assign them the role, they'll automatically see all tasks assigned to that role—no extra work from you.

[SCREENSHOT: Assign to Roles field with role tokenizer showing "Bartender" and "Server" selected]

Pro Tip

You can combine role assignment with individual employee assignment. Assign a task to the "Bartender" role, then also add "Karen" specifically if she's the lead responsible for making sure it gets done. Both the role and Karen will see it.

Learn More

Role-based assignment works great with repeating tasks—set it up once and forget about it. Also learn how to set up and manage employee roles in BarSight.