Assignments & Teams
Control who works on each stage with flexible assignment rules.
Ways to assign work
Every step in a Flow needs someone (or something) to handle it. stepbase gives you eleven ways to assign that work, so you can match the right people to the right job.
| Type | How it works |
|---|---|
| User | Send the task to one specific person |
| Team | Send the task to a team's shared queue. Whoever picks it up first owns it |
| Role | Send the task to everyone with a particular workspace role (Owner, Admin, or Member) |
| Initiator | Send the task back to the person who started the Flow |
| Table | Look up the right assignee from a workspace table at the moment the task is created |
| Context List | Use a list of people the Flow has already gathered (e.g., from an earlier form) |
| External Email | Send a one-time link to an outside email address. No stepbase account required |
| Public (Anonymous) | Anyone with the link can submit. No login or email needed |
| Public (Email Required) | Anyone with the link can submit, but they have to provide an email first |
| Dynamic (coming soon) | Pick the right assignee at the moment, based on Flow data |
| AI Agent | Hand the step to an AI: it reads the fields you allow, fills the form and takes an action. Below the confidence you set — or if the call fails — it hands off to the person or team you nominated |
Teams
Create teams in Dashboard > Teams to group people by department, function, or region: procurement, legal, EMEA support, and so on.
- Group people any way that fits your org: by department, function, or region
- Add members to a team in seconds
- When you assign a task to a team, it lands in their shared queue; whoever picks it up first owns it
- See team workload and queue depth at a glance from the dashboard
Teams vs. roles: who sees what
If you assign a task to a team, it lands in a shared queue. Any team member can pick it up, and once they do, it's locked to them. No one else will see it.
If you assign a task to a role, every person with that role sees it directly in their My Tasks list. There's no "claiming". They can just act on it.
Deadlines and SLAs
Keep Flows on track by setting deadlines and getting notified before tasks slip. For example: a grant request that needs to be reviewed within 48 hours. At 36 hours, send a warning; if it goes past 48, flag it as breached.
- Set a deadline per step in the General tab
- Choose how far ahead of the deadline you want a warning
- Anything that misses its deadline shows up flagged in your dashboards and reports
- Use the data to find slow steps and bottlenecks over time
Who can see and do what
Only the person assigned to the current step can act on it. Reviewers from earlier steps, and whoever started the Flow, can still see everything that's happened, but they can't change anything.
Dividing work across a team
When a step is assigned to a team or to multiple people, you control how the work gets split up. Pick the strategy that matches the situation:
- All: use when you need sign-off from everyone (e.g., two managers must both approve)
- Round Robin: rotates tasks evenly across the team, fair and predictable
- Random: picks someone at random; useful for blind review
- Least Busy: auto-assigns to whoever has the fewest open tasks right now
- Load Balanced: looks at overall workload, not just open task count
How many reviewers need to weigh in
For multi-reviewer steps, you decide how many people need to act before the Flow moves on. For example: require unanimous approval for a major hire, or move on as soon as any two compliance officers sign off.
- Any: the first reviewer to act decides; the Flow moves on
- All: every assigned reviewer must act before the Flow continues
- Count: wait for a specific number of reviewers (e.g., any 3 out of 5)
- Percentage: wait for a percentage (e.g., 75% of assigned reviewers)