How to Auto-Assign Tasks to Teammates
This article explains how to automatically assign tasks to team members when candidates reach specific pipeline stages. Task automation helps ensure timely follow-ups and keeps your team organized with clear action items.
How it works
When a candidate enters a stage with task automation:
- System creates a new task
- Assigns it to the selected teammate
- Sets due date and priority
- Teammate receives notification
Setting up auto-assign tasks
- Open a job
- Go to the Workflow tab
- Click the bolt icon on the target stage
- Click Add Automation
- Select Assign Task
- Configure the task
Configuration options
Task type
Select from your task types (e.g., "Review Resume", "Schedule Call", "Send LinkedIn Request").
Assignee
Choose which team member receives the task. They must be in your company account.
Due date
Set when the task should be completed:
- Days from now
- Specific date
- Based on candidate's interview date
Priority
Choose priority level:
- P1: Critical (same day)
- P2: High (next 1-2 days)
- P3: Medium (this week)
- P4: Low (when possible)
- P5: Lowest (backlog)
Example task automations
Phone screen stage
Task: Schedule phone call
- Assignee: Recruiter
- Due: 2 days
- Priority: P2
- Purpose: Ensure timely follow-up
Reference check stage
Task: Contact references
- Assignee: Recruiter
- Due: 3 days
- Priority: P3
- Purpose: Complete reference checks
Offer stage
Task: Prepare offer letter
- Assignee: HR Manager
- Due: 1 day
- Priority: P1
- Purpose: Move quickly on top candidates
Sourcing stage
Task: Send LinkedIn connection
- Assignee: Sourcer
- Due: 1 day
- Priority: P2
- Purpose: Begin outreach
Managing auto-created tasks
View all tasks at Tasks:
- Filter by assignee
- Sort by due date
- Mark complete when done
Completed tasks appear in candidate's activity log.
Tips
- Use specific task types for better tracking
- Set realistic due dates
- Combine with email notifications for urgent tasks
- Review overdue tasks regularly
- Close tasks promptly to keep the list manageable
Updated on: 22/12/2025
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