Task Auto-Assignment

Task auto-assignment helps you automatically distribute tasks to the right team members based on customizable rules. This cuts down on scheduling time to make your operations more efficient.

The auto-assignment system follows a hierarchy:

Property Rules (highest priority) - specific assignments for individual properties or property groups
Department Rules (fallback) - general assignment methods when no property-specific rules apply
Staff Rules - underlying configuration for availability, seniority, and skills

Setting up Department Rules

Department rules serve as your default assignment method when no specific property rules apply.

How to configure department rules

Navigate to Tasks > Auto-Assignment
Click on the Department Rules tab
Review existing departments and users
Add additional users to departments if needed by clicking Add Users
Choose your assignment method:

Workload Balanced: Distributes tasks evenly across team members

Seniority: Gives your most-trusted people first pick, using the Pick order you set
Save your configuration

Assignment methods explained

Workload Balanced — Distributes tasks evenly across all eligible team members in the department, so no one person becomes overloaded. When two people are tied, SuiteOp keeps each person’s day clustered at one building by favoring whoever is geographically closest to their other jobs that day.
Seniority — Your most-trusted people get first pick. You arrange the team into ordered tiers (see Setting the pick order below). SuiteOp assigns from the highest tier that has an eligible person, only overflowing to the next tier when everyone above is full, off, or ineligible. People in the same tier are treated equally — balanced by workload, then by proximity.

Creating Property Rules

Property rules allow you to assign specific team members to particular properties or property groups, overriding department rules.

How to add property rules

Go to the Property Rules tab
Click Add Property Rule at the top
Select the Department (e.g., Cleaning Team)
Choose rule type:

Group Rule: Apply to multiple properties within a group

Property Rule: Apply to a specific individual property
Select the Property or Property Group
Choose the Assignee(s) - you can select multiple team members
Click Create Rule

Managing property rules

Edit: Click the edit button next to any rule to modify assignments
Delete: Remove rules that are no longer needed
Priority: Property rules always take precedence over department rules

Configuring Staff Rules

Staff rules define each team member’s availability, daily limits, and special skills.

How to set up staff rules

Navigate to the Staff Rules tab
For each team member, configure:

Work Schedule

Click and unclick days of the week to set availability
Only available staff will receive task assignments

Daily limits

Set a Max tasks per day and Max hours per day for the member
Leave a field blank to inherit the department default (see Daily limits below)
A member’s own limit always overrides the department default

Skills and Qualifications

Add relevant skills (e.g., “Plumbing”, “Electrical”, “Deep Cleaning”)
Tasks requiring specific skills will be assigned to qualified staff members

Adding skills and qualifications

Skills ensure that specialized tasks are assigned to team members with the right expertise. When a task requires a specific skill, the system will only assign it to staff members who have that qualification listed.

Setting the pick order

When a department uses the Seniority method, you decide who gets first pick by arranging members into ordered tiers on the Pick order board.

How tiers work

Each tier is named automatically by position — First choice, Second choice, Third choice, and so on.
A permanent Everyone else tier sits at the bottom. New and unranked members land here automatically, so your configuration never breaks when your team changes.
SuiteOp picks from the highest tier that has an eligible person, only moving down a tier when everyone above is full, on time off, or otherwise ineligible.
People in the same tier are treated equally — balanced by workload, then by who is closest to their other jobs that day.

How to arrange tiers

Open the department’s Pick order settings
Drag a person up into a higher tier to give them earlier pick
Click Add tier to create another level of priority
To move several people at once, select them and use Move selected to tier
Click Save pick order when you’re done

Each member’s current tier appears as a read-only badge on the roster and in their detail drawer. To change it, use the Pick order board rather than editing the member directly.

Daily limits

A department can set default daily limits that every member inherits unless they set their own:

Open the department’s Daily limits settings
Set a Max tasks per day and a Max hours per day
Leave a field blank for no limit

Each member inherits these defaults automatically. If a member sets their own limit (under Staff Rules), that personal limit overrides the department default. Once a person reaches their limit for the day, SuiteOp skips them and overflows the work to others.

Understanding why a task was assigned

SuiteOp now explains why it picked a particular person — and why it couldn’t assign anyone — so you can trust the automation and explain a choice to your team.

The reasoning appears as small chips in several places:

Before assigning — the auto-assign suggestion on a task’s detail, and the bulk auto-assign preview, show what would happen for each task (for example, “First choice tier · lowest workload today · nearest to the property”), or, on failure, the reason no one could be picked.
After assigning — open the Why this person? disclosure next to the assignee on the task detail, or read the entry in the task’s activity trail (for example, “Auto-assigned to Maria — First choice tier · lowest workload today”).
On mobile — the same reasoning is available from a task’s history.

The chips use a consistent visual language: a green check (✓) for each eligibility gate cleared, a blue arrow (↑) for why the person was chosen, a neutral symbol (↻) for the tiebreaker that decided a close call, a red mark (✗) for why someone was skipped, and an amber warning (⚠) when the task or department configuration prevented auto-assign from running at all.

Testing Your Assignments

Before implementing auto-assignment, test your rules to ensure they work as expected.

Go to the Test Assignments tab
Select a Property
Choose a Department (e.g., “Cleaning Team”)
Click Test
Review the suggested assignee based on your current rule configuration

Testing helps you verify that your rules are working correctly before applying them to live workflows.

Implementing Auto-Assignment in Workflows

Once your rules are configured, you need to activate auto-assignment in your task-creating workflows.

Navigate to your existing workflow or create a new one
Open the workflow you want to modify
Find the task action you want to auto-assign
Click Edit on that action
Change the User Assignment Type from “User Selection” to “Auto Assignment”
Save the workflow
Click Run on Existing Triggers
Double-check that assignments for specific groups or properties are correct in the second tab

Important considerations

This will be applied to only new tasks created
Always review property-specific assignments before saving
Test with a few tasks before rolling out to all workflows
Monitor assignments initially to ensure rules are working as expected

Best Practices

Start Simple Begin with basic department rules before adding complex property and skill-based assignments.** Regular Review** Periodically review your rules to ensure they still match your team structure and business needs.** Skills Management** Keep skills and qualifications up to date as team members develop new capabilities.** Review the “why”** Use the assignment reasoning chips to confirm the system is picking people for the reasons you expect.** Monitor Workloads** Even with workload balancing, periodically check that tasks are being distributed fairly across your team.