# Assigning and Reassigning Tasks

Source: https://docs.astalty.com.au/guide/tasks/assigning-and-reassigning-tasks

> Assign or reassign tasks to another coordinator or staff member.

## Overview

Assign a new task to the person who will complete it, or reassign an existing task when responsibility changes. Astalty adds the task to that person's Task Board and sends them a notification.

> **Who can assign and reassign tasks**
>
> - **Assigning** a new task to someone else is included on the Professional plan and above. Admins and Managers can always do it. A Team Member needs **Can delegate Tasks** switched on for them, see [Updating Roles and Permissions](https://docs.astalty.com.au/guide/roles-and-permissions#team-member-permission-toggles).
> - **Reassigning** a task that already exists is limited to Admins and Managers. It can't be granted to Team Members.

You can assign a task to an active Admin, Manager or Team Member who has access to the task's Participant. Support Workers can't be given tasks.

## Assigning Tasks

Select **+ Create Task** from any page in Astalty.

![The Task Board for the week starting 26/10/2026, with an arrow pointing to the Create Task button at the top right of the page.](https://docs.astalty.com.au/assets/0.1.png)

Choose the Team Member who should be responsible for the task.

![The Create Task window with a Name and a Participant filled in and the Team Member list open and highlighted, showing a Search box and the users to choose from.](https://docs.astalty.com.au/assets/1-1717130283.png)

Select the person in the **Team Member** field. The **Team Member** field is also on the form for [cloning a task](https://docs.astalty.com.au/guide/tasks/creating-tasks#cloning-tasks).

When you create a task for someone else, they are notified. A note you write while creating it is recorded under your name.

## Reassigning Tasks

Open the task, select **Actions**, then **Reassign Task**.

![The Task View with numbered markers on Actions and on Reassign Task, the first option in the open Actions menu. The menu also lists Create Calendar Event, Download Summary, Email Summary, Email History, Clone Task, Delete Task and Audit Trail.](https://docs.astalty.com.au/assets/assign-and-reassign-task-image.png)

The **Reassign Task** window asks you to choose the new owner.

![The Reassign Task window with the Task Owner list open, showing a Search box and the users who can be chosen as the new owner, with the current owner highlighted.](https://docs.astalty.com.au/assets/2-1717126232.png)

Select the new owner in **Task Owner**, then click **Save**.

![The Reassign Task window with a different user selected in Task Owner, and the Cancel and Save buttons.](https://docs.astalty.com.au/assets/3-1717126243.png)

After saving, Astalty confirms **The Task has been reassigned**.

![An Alert window over the Task View reading The Task has been reassigned, with a Close button.](https://docs.astalty.com.au/assets/4-1717126257.png)

The task then appears on the new assignee's Task Board.

![The Task View after reassigning, with a Task Owner section at the top of the side panel showing the new owner, above Participant, Date, Billable, Completed and Primary Charge.](https://docs.astalty.com.au/assets/5-1717126280.png)

To reassign a task, **all** of these conditions must be met:

1. The Task does not have any time assigned to it.
2. The Task does not have any charges attached or all charges have a quantity of 0.
3. The Task is not marked as Complete.
4. The Task is not associated with a Calendar Event.

The new owner must also have access to the task's Participant. If any condition isn't met, the **Reassign Task** window lists the conditions instead of the **Task Owner** field.

## Assignment Notifications

Whenever a task is assigned or reassigned to someone else, they receive a notification in Astalty. They also receive an email when **Send an email to the assignee** is switched on for your account. The same setting also covers calendar events - see [Assignment Notifications](https://docs.astalty.com.au/guide/settings/tasks-notes-settings#assignment-notifications).

The email says who assigned the task, gives the task's name and shows the Participant it is for, so they know what the work is before they open Astalty. They select **View Task** to open it. The Participant line is left out when the task has no Participant, or when the person no longer has access to that Participant by the time the email is sent.

![A task assignment email to John Doe reading Sam Taylor has assigned you a new task, followed by the task name Call the plan manager in bold, Participant: Louisa Smith, and a View Task button.](https://docs.astalty.com.au/assets/tasks-assignment-email.png)

## Reassigning Tasks to another Participant

From the task view, open the **Participant** list and choose the Participant to associate with the task.

![The Task View with an arrow pointing to the Participant field in the side panel, open to show a Search box and a list of Participants to choose from.](https://docs.astalty.com.au/assets/reassign-participant-task-view.png)

On the Task Board, you can also select the Participant's initials and choose a new Participant.

![The Task Board with numbered markers on a task row's Participant initials and on the Select Participant field that opens below it, with its list open showing a Search box and a list of Participants.](https://docs.astalty.com.au/assets/reassign-participant-task-board.png)

Astalty asks you to confirm before it changes the Participant. When you do:

- The task's notes and check-ins move to the new Participant, along with any documents uploaded straight to the task or its notes. A document that was only linked from the previous Participant comes off instead and stays with that Participant - see [Linking Existing Documents to a Task Note](https://docs.astalty.com.au/guide/tasks/task-documents#linking-existing-documents-to-a-task-note).
- Goals that belong to the previous Participant are removed from the task. The Goals remain on that Participant's profile.
- **All of the task's charges are deleted**, including the Primary Charge and any additional charges such as kilometres. If the new Participant has a Default Charge Item, Astalty adds it as the Primary Charge using the task's duration. Add any other charges again from the **Finance** tab.
- The task's owner must have access to the new Participant.

Once any of the task's charges has been invoiced, the Participant can't be changed.