Tasks can be assigned to people that have been invited to the project or to folks who you've added to People as contacts. You can either wait until the user has accepted the invite to the Project or assign tasks to users with pending invites (you invited them to the project, but they haven't yet accepted the invitation) or No Access Users (people who have not been inited to the Project at all).
Assign Tasks
To assign a Task to someone on the project, start by clicking to open the Task and selecting Assigned To:
This will automatically show you a drop down of anyone who is invited to the Project or is pending an Invite, click on the name of the person to assign them the Task. There's no limit to how many users can be assigned to a Task.
Tasks must first be shared with Clients before they'll see them on their side. Tasks can be assigned to Clients but until the Task is shared, the Client won't see or receive notifications about the Task.
Once you assign a Task to someone, and they've accepted the Project invite, they'll receive an email notification that they have a new Task. BuildBook also sends a daily, weekly or monthly email reminders with Tasks that are upcoming or overdue.
Task assignees, regardless of their permissions to edit other task fields, can always mark tasks complete as long as they have access to the Project and the Tasks. This is true for Pro Team Members, Clients, and Collaborators: as long as the user has access to view the task, if they are assigned, they can mark it as complete.
Assign Tasks to 'No Access' Contacts
Tasks can also be assigned to people in your contact list, who are not yet users in BuildBook. These types of assignees are labeled with the 'No Access' badge.
Assigning No Access contacts to tasks is often useful when:
Setting up your project and adding assignees before inviting users into the project. This reduces questions and any confusion until all task, schedule, and budget creation has been completed.
Organizing tasks within your team, by adding assignees who you may never use BuildBook, or who may not need an invite until a certain phase of the project.
To access your contact list from the task assignee area, start typing until you find your match.
How to Invite No Access Contacts to a Project
When you use No Access contacts with tasks, they will appear in the project settings area. You can verify their email, set permissions, and invite them.
References for clarification:
Users - Invited users who have access to BuildBook such as Pro Team Members, Collaborators, and Clients. Users have permission settings.
Contacts - People you may have added in the People section of BuildBook, who may or may not have invited to BuildBook. A contact can be added to a task, but until they are invited to the project, will still remain a contact. Once they onboard and accept the invite, they will become a user.
Tips for Using No Access Contacts:
Collaborators will have limited access to No Access contacts when assigning tasks. They will only be able to see the contacts used on the project. This avoids the chance that collaborators get access to your entire contact list.
No access users who get invited in a client, will only be able to see the task once visibility is set. If you know you'll need to eventually share a tasks with a client, you can set the visibility before inviting the client.
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