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How task assignment picks an owner

EVERYONEUpdated 23 Sep 2026·4 min read

Every task belongs to a group — Marketing, Logistics, Finances — and every group is also a skill. When a task is created, the app hands it to whoever on the event has that skill. Here's the whole rule, and what to do when it picks the wrong person.

The rule, in order

1
Skill match first
A task's required skill is its bucket's name. A task in the Marketing bucket looks for people on the event who have the Marketing skill. A skill on a broad bucket, like Logistics, also matches every sub-bucket inside it, like Venue & Site.
2
Tie-break by workload
If several people match, it goes to whoever has the fewest open tasks. You choose how that's counted when you create the event: within this event, across every event, or not at all.
3
No match? The bucket's default owner
Settings → Task buckets lets you name a default owner per group — "Dana always runs Marketing." That's who gets it when nobody on the event has the skill.
4
Still nothing? The org owner
The account owner is the catch-all, so a task is never left unassigned. If work keeps landing here, that's your signal something's missing a skill.

The same rule runs again later. When you add a workstream or switch on a template option after the event exists, its new tasks are assigned exactly as if they'd been there from the start. Imported spreadsheets are the exception: they use the names in their Assigned To column.

When it picks the wrong person

Nine times out of ten it means nobody on that event has the matching skill, so everything fell through to step 3 or 4. Open the Team page, find the right person, and add the skill. Skills are picked from your workspace's bucket list. A skill only affects tasks created from then on, so reassign any tasks that already landed on the wrong person.

Team page rows: Marcus Webb with the Logistics skill, Priya Malhotra with Finance and Follow-Up, the owner with no skills, and Jordan Lee with Marketing.
Skills on the Team page decide who gets each bucket's tasks. Nobody here has Sponsorship, so those tasks fall back to the owner.

Reassigning by hand

Skills fix the pattern going forward. To fix one task right now, an owner or admin opens its detail panel (the arrow at the end of its row) and changes the primary owner. This works no matter what the skill rule would have picked, and it doesn't change how the next task in that bucket gets assigned. Bulk edit reassigns many tasks at once.

Secondary owners

Every task can also have a secondary owner, a backup named on the task without taking over responsibility. It's filled in from the bucket's default secondary owner in Settings → Task buckets, when one is set, and an owner or admin can change it from the same detail panel.

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