⚠️ Task Assignment is a feature available in all versions of Instagantt. Some limitations may apply to Instagantt for Asana users.
Assigning tasks is essential for workload clarity, team accountability, and project alignment. Whether you're using Instagantt Standalone or Instagantt for Asana, assigning the right work to the right people ensures your project stays organized and responsibilities are always clear.
🧭 Table of Contents
What Are Assignees?
How to Assign Tasks
Assignment Rules & Limitations
Filtering Tasks by Assignee
Summary
Build Better Projects with Smarter Task Assignment
Frequently Asked Questions (FAQ)
👥 What Are Assignees?
Task assignees represent who is responsible for completing a task. Assigning tasks helps teams stay aligned by:
Defining ownership
Improving visibility
Enhancing accountability
Supporting balanced workloads
In addition to clarifying responsibility, task assignees play a critical role in resource planning, capacity management, and overall project transparency—especially when multiple projects are running in parallel.
Instagantt allows you to assign tasks to different types of entities depending on the platform you use:
Standalone: assign to Users and Resources.
Asana: assign to Users and Virtual Users (treated similarly to resources).
Resources or virtual users can represent teams, roles, departments, clients, equipment, or any entity, giving you flexibility to model your workflow accurately. This makes task assignment in Instagantt adaptable not only to people-based planning, but also to role-based, team-based, or capacity-based project structures.
📝 How to Assign Tasks
Before assigning tasks, note this key difference between platforms:
Standalone: You can assign multiple assignees by selecting more than one user/resource.
Asana: You can assign only one assignee because Asana supports a single assignee per task.
This applies no matter where you assign tasks from.
📍 Option A — Assign from the Task List (Gantt or Table View)
Locate (or enable) the Assignee column, click it, and select the user, resource, or virtual user you want to assign. Keep in mind that more than one can be selected for customized team views. This method is ideal for quickly assigning or reviewing ownership directly from your task list while planning timelines or reviewing progress.
📍 Option B — Assign from the Task Details Pane
Open the Task Details Pane from:
Gantt View
Table View
Board View
Workload View
Then use the Assignee field available in that panel to assign the task. This option is especially useful when reviewing task context, dependencies, or workload distribution before deciding who should own the work.
⛔ Assignment Rules & Limitations
To ensure correct syncing and structure, Instagantt follows these rules:
You cannot assign tasks to people who are not members of the project/workbook (Standalone) or workspace (Asana). They simply won't appear as options.
Assigning a new person overwrites the previous assignee in Instagantt for Asana. In Standalone, the new assignee is added to the previous ones, but the hours would need to be balanced again.
Bulk removing assignees is not possible.
Any team member can assign tasks.
Multiple assignees are available only in Standalone.
These rules are designed to protect data integrity, prevent sync conflicts, and ensure that task ownership always reflects actual access and permissions within your workspace.
🎯 Filtering Tasks by Assignee
To focus on specific workloads, you can filter tasks by:
A single assignee
Multiple assignees (e.g., a team)
Resources or virtual users
Filtering helps you review responsibilities, rebalance workload, or focus on what specific people or teams have on their plate. It’s particularly useful for managers performing workload reviews, capacity planning, or preparing status reports for stakeholders.
📌 Summary
Assigning tasks in Instagantt helps you define ownership, clarify responsibilities, and keep your entire project aligned. With powerful assignment options available from both the Task List and the Task Details Pane, you can ensure every task has a clear owner — whether you're working in Standalone with multiple assignees or in Asana with one assignee per task. Consistent task assignment also improves collaboration, accountability, and overall project execution.
🚀 Build Better Projects with Smarter Task Assignment
Use Instagantt’s intuitive task assignment tools to keep workloads clear, empower your team, and maintain effortlessly organized project plans.
❓ Frequently Asked Questions (FAQ)
Can I assign multiple users to a task?
Only in Standalone. Asana users can assign only one person per task due to Asana's limitations on that rule.
Why can’t I assign someone who’s not in my project or workspace?
Because they must be a member of the project/workbook (Standalone) or workspace (Asana) to appear as an option.
Where can I assign tasks from?
From the Assignee column in the Task List or from the Assignee field in the Task Details Pane across Gantt, Table, Board, and Workload views.
Can I bulk-remove assignees?
No — bulk removal isn’t supported.
Can I filter tasks by assignee?
Yes, you can filter by users, resources, virtual users, or multiple assignees.
