You can create tasks assigned to entire groups of users. All the group's members receive the task and, depending on the type of participation you choose, one or several of them will need to complete it.
💡 Which option do I need?
If you need to... | Use... |
Have all the group's members respond | Participation: Mandatory |
Let each member decide whether to accept or reject | Participation: Voluntary |
Have a single person respond for the whole group | Participation: Only one response per group |
Make the task repeat | Assign it to users, not to a group: group tasks can't repeat |
Create many group tasks from an Excel file | Bulk import, with Assignment Type: group |
Find group tasks in the list | Origin: Group filter |
✅ What do you need to have ready?
At least one user group created in DataScope.
At least one form available to assign.
📌 How do I create a group task?
Log in to the DataScope Web Platform.
Go to Task Assignments.
Select New Task.
Complete the form's four sections: Task information, Date and frequency, Participation, and Reminders.
Select Create.
Task information
In the Users field, select Add users.
In the panel that opens, select User groups.
Search for the group by name or scroll through the list. Check the group or groups you want to assign. Each group shows its number of members.
Select Close to confirm. The groups appear as tags in the Users field, and you can remove one with the x on its tag.
In Forms, select Select forms and choose the form they need to complete.
Complete the optional fields: Location, Asset, Description, and Tasks to perform.
For details on each field, see: How do I assign a task to a user in DataScope?
Date and frequency
Start date (required): the day and time the task starts.
Task duration in hours (required): the time frame available to complete it.
Allow responses after the deadline: a checkbox that defines whether responses will be allowed once the time frame has passed.
📌 Important: a task assigned to a group can't repeat. In Task frequency, the Only once option stays selected and can't be changed. If you need the task to repeat, remove the group and assign it to users.
Schedule task delivery
Define how far in advance the group's members will receive the task. You can choose from Send now, Task start, 1 day before, 3 days before, 1 week before, 15 days before, or 1 month before.
The available options depend on the start date: you can't choose an option whose sending date would already have passed. For more details, see: Scheduling assigned tasks
Participation
Choose how the group's members need to respond:
Mandatory: all users must respond to the task. They don't have the option to reject it.
Voluntary: all users can accept or reject the task. If they accept it, they must complete it within the established time frame.
Only one response per group: the first person to accept the task will complete it for the whole group. Once the response is submitted, the task is marked as completed for all members. It's useful when you only need one response, no matter who provides it.
Reminders
Reminders are sent automatically based on the task's due date. You can choose how long before you want them to be sent (15 min, 30 min, 1 hour, 1 day, 3 days, or 1 week, and you can select more than one option) and the channel: App notification, Email, or both.
📬 What happens after creating the group task?
All the group's members receive an email and an app notification with the subject "You have a new group task", which indicates who assigned it, the start date, the due date, and the location.
The email includes the Go to task button, so they can access it directly.
In the Task Assignments list, you can see the group task's details, including each member's progress status and their statistics panel.
To find group tasks in the list, use the Origin filter and select Group.
📥 Bulk import of group tasks
If you use bulk import for tasks (or for plannings), the template includes these columns for group tasks:
Assignment Type: write group (or individual, which is the default value).
Group Name: fill it in when the assignment type is group. The group must exist and have active users.
Mandatory: use 1 so that only one person in the group responds.
Since group tasks can't repeat, leave the frequency columns empty in those rows.
For all the template's columns, see: How do I import tasks in bulk?
❓ Frequently asked questions
Can I assign a task that repeats to a group? No. Tasks assigned to a group can't repeat. To make it repeat, assign it to users instead of a group.
I can't select a frequency, why? Because the task is assigned to a group. Remove the group to set up a frequency.
What's the difference between Voluntary and Only one response per group? With Voluntary, each user decides whether to accept or reject the task and, if they accept, completes it. With Only one response per group, the first person who accepts completes it for the whole group.
How do I find group tasks in the list? In Task Assignments, use the Origin filter and select Group.
Can I assign tasks to a group from the Excel file? Yes. In Assignment Type, write group and fill in Group Name. The group must exist and have active users.