Reassigning Tasks with Link Capacity

Tasks can be reassigned in two places. In Workflow and in Schedule Tasks.

To reassign tasks in Workflow find the task in Workflow and update the person assigned to the task. To reassign the task in Scheduled Tasks, update the filter box from ‘Unscheduled Tasks’ to ‘Scheduled Tasks’ and search for the task. You can then update the Assign To or the Due Date.

Reassigning Tasks in Bulk

When a staff member leaves you need to assign all their tasks to someone else. The best approach for this is to first flag them as unassignable in the Team page. This will set their target capacity to 0% and show them as overallocated for every task on their list. You can then go into their Workflow page and reassign all the urgent tasks to others in the practice, while leaving the rest of the future tasks with them.

Once this team member has had their last day at your practice, you can delete them from Xero Practice Manager. This will put all their tasks into Unscheduled, ready to be allocated again.

Deleting a team member cannot be reversed so care should be taken when doing this.

Deleting a Task Allocation

Deleting allocations has different outcomes depending on the nature of the task.

• Single allocation
  • When there is a single allocation on the task, and there are no timesheets, all the allocation information will be removed, leaving a blank line ready to be assigned.
• Multiple allocation
  • When there are multiple people allocate to the task, and the line that is being deleted has no timesheets, the full row will be deleted.
• Timesheets on allocation
  • When they are timesheets on the task, the Due Date and estimated time will be removed, but the Assigned To cannot be removed as it relates to the ‘actual time’ on the task record.