User roles allow you to assign tasks in a process to a role rather than to a specific person on your team. Then, for each individual process, a different user can fill that role and have those tasks be assigned to them.

The roles can be filled manually every time a process is started, or you can use auto-assignment to automatically assign teammates to those roles based on property group.

When you set up user role auto assignment, you eliminate another step your team has to take to remember who to assign to each role when starting the process. This eliminates human error and also saves your team time to use for higher value tasks.

It's easy to update the assignees on the processes or the auto-assignees on the roles if a team member leaves or is out of office.

If your team is structured in a squad model or you have multiple portfolios based on geographic location, you will want to use this feature to save you even more time when running processes.

(Note: if you have already used user roles in processes in the past, you will likely need to merge your user roles together before setting up auto assignment rules. Here's the help article on that.)

First, you'll need to add your property groups. Here's the help article on how to add those manually or have them sync from your direct PMS integration .

Now you can add user roles and select the users for each role, based on property group.

First, navigate to the User Roles & Assignment settings page. (Settings > User Roles & Assignment)

First, add your user roles to the list.

(Note: if you have already used user roles in processes in the past, you will likely need to merge your user roles together before setting up auto assignment rules. Here's the help article on that.)

Then, click on each role to choose which pipelines and processes each should apply to. (Some roles will be involved in some pipelines and processes and not in others).

Next, scroll down to select your default assignees if none of the rules you will add apply to a property. Note that you will likely need to scroll to the right to see all the user roles!

Then add your additional auto-assignment rules based on property groups. (Note that these auto-assignment rules will only apply to processes and not pipelines.)

For the process owner role (which is essentially the person who is finally responsible for the process and the one to whom any tasks are assigned that aren't assigned to other roles), you can set it for each process type instead of having one person fill that role for every process type.

This setting can be found in the Process settings, under Users, Roles, & Assignment.

You have 3 options to choose from for the process owner:

Now, when you start this process one at a time, in bulk, or automatically, the process will use these rules to select assignees for each role. It will look at the rules from top to bottom, using the first rule that applies, based on the property group the property is in.

You can update the assignees on individual processes when starting them (click "override automatic assignment" as pictured above) or afterwards in the process.

Now that you've added your user roles and defaults based on property groups, be sure to assign the tasks in your process workflow to the correct user roles.

When deleting a user who is assigned to a role in an auto-assignment rule on a process, the processes and roles they are assigned to will be updated to the user you select to replace them.

LeadSimple will then reassign all the assignment rules to the selected reassignment user and you can update the processes as needed.