Assign responsibility to checklists and tasks

Overview

How do I assign a checklist or task to a person, company, or user group in CxPlanner?

Responsibility assignment in CxPlanner works at two levels: the checklist level and the task level. Checklist assignment defines who is responsible for completing an entire checklist and supports three assignment types - a person, a company, and a user group, all of which can be set simultaneously. Task assignment defines who is responsible for resolving an individual task or issue, and supports a person and a company.

This page covers both levels of assignment and where to find them - in the Global test view, System Checklists, individual checklist pages, and the Punchlist. For role-based access controls (who can view or edit checklists based on project role), see [Access levels in checklists].

When and why to use this

Responsibility assignment drives two things: accountability and visibility. A checklist assigned to a company or user group will appear in that team's "Checklists assigned to you" view. A task assigned to a person will appear in their "Tasks assigned to you" list.

• When you need a contractor to see and complete their checklists - assign the checklist to their company and/or user group
• When a specific engineer owns a set of assets - assign those checklists to them by person
• When a deficiency needs to be actioned by a specific subcontractor - assign the task to their company or a named person
• When your project uses user groups to separate visibility between trades - assigning to a user group ensures only that group sees the checklists

Checklist-level assignment

A checklist can be assigned to three things at once: a person, a company, and a user group. These are independent fields - setting one does not clear the others.

Assign from the Global test view, System Checklists view, System & Test view or the QA-Module

The Global test view (and each checklist type view under Asset Register) shows all checklists in a table. The Responsible, Company, and User group columns are where you set assignment.

1. Navigate to Global test view (or a specific checklist type view) from the left sidebar.
2. Locate the checklist row you want to assign.
3. Click the cell in the Responsible column to assign a person - select from the list of project users.
4. Click the cell in the Company column to assign a company - select from companies added to the project.
5. Click the cell in the User group column to assign a user group - select from groups configured in project settings.

If any of these columns are not visible, click View settings to add them.

Assign from an individual checklist page

1. Open the checklist from any view.
2. Click the assignment fields at the top of the checklist (person, company).
3. Select the relevant person or company from the dropdown.

Bulk assign checklists

To assign the same person, company, or user group to multiple checklists at once:

1. Click Menu and select Bulk edit many items in the toolbar that appears to apply assignment across all selected checklists.
2. In the Global test view or System Checklists view, select the checkboxes on the rows you want to update.

• Hold Shift while clicking to select all checklists below a given row within a folder.
• Hold Ctrl while clicking to select all elements below.

Assign at folder level

You can assign a person, company, or user group to all checklists in a folder at once directly from the Global test view.

1. In the Global test view, locate the folder row (e.g., a system or asset group).
2. Click the Company, Responsible, or User group cell on the folder row itself.
3. Select the value to assign.
4. An Apply to folder confirmation appears: "Apply this change to X checklist(s) in this folder?"
5. Click Continue to apply the assignment to all checklists in that folder.

Task-level assignment

An individual task can be assigned to a person and a company. User group assignment is not available at the task level.

Assign from the Punchlist

1. Navigate to Task management - Punchlist items & tasks.
2. Click a task row to open the task detail panel.
3. In the detail panel, set the Responsible field to assign a person.
4. Set the Company field to assign a company.
5. Changes save automatically.

The Responsible and Company columns in the punchlist table reflect these assignments and can be used to filter and sort the list by owner.

Assign from within a checklist

When working through a checklist, clicking on a failed line item (a task of type Checklist) opens the task detail panel inline. You can set the person and company assignment directly from there without leaving the checklist.

Assignment levels - summary

All three checklist assignment fields are independent - you can set any combination. For example, assigning a checklist to a company and a user group (without a specific person) is valid and common.

How assignment affects visibility

Assigned checklists and tasks surface in filtered views:

• Checklists assigned to you (sidebar link) - shows checklists where the logged-in user is the assigned person
• Tasks assigned to you (sidebar link) - shows tasks where the logged-in user is the assigned person
• User group visibility - if a project uses "Limit view: Only own and company" restrictions, a checklist must be assigned to the user's group for them to see it

Troubleshooting

Quick facts

• Requires: Project role Manager or higher to assign checklists; Contractor or higher to assign tasks
• Location: Global test view, checklist type views under Asset Register (names vary by project), individual checklist page, Punchlist task detail panel
• Affects: Checklist visibility in "Checklists assigned to you", task visibility in "Tasks assigned to you", user group access filters

Updated on: 07/08/2026