How to assign form submissions to team members and teams in Formaloo

The Assignee field lets you assign any form submission to a team member or team — making ownership clear, routing records to the right person or department, and surfacing all assigned records as actionable tasks on each workspace member's Activity page.

It's useful any time a submission needs a named owner:

You can also add multiple assignees on the same form — for workflows where different parts of the same submission belong to different people or departments. An employee off-boarding record, for example, might have one section for the direct manager, one for IT department, and one for HR and payroll — each with its own assignee and due date, tracked and acted on independently.

You can add as many Assignee fields as your workflow needs — one per section if you want different parts of a submission routed to different people.

Click the field to open its settings panel:

You can add multiple Assignee fields to the same form — one for each person or team who needs to take action on it. This works well when a submission requires input or action from several people, but keeping everything in one consolidated record matters.

Take an employee offboarding form as an example. The form can have three sections, each with its own Assignee field:

Each of the sections on the form can have its own Assignee field — and you can make specific parts of the submission visible only to the team members or teams they're relevant for, so each person sees and fills in only what belongs to them, all within the same record.

One submission, multiple assignees — each handling their own part, with all data captured in a single consolidated record.

There are three ways to assign a submission, and they can all be used alongside each other on the same form.

If something always goes to the same person — for example, access revocation is always handled by the company's CTO — set a default answer on that assignee field. Every new submission will be assigned to that person automatically when it's created.

To assign or reassign a record, open it in the edit row panel. At the top of the panel, you'll see an Assign shortcut for each assignee field on the form.

Click Assign to to select a team member or team, and click the × next to a name to remove the assignment.

When the right assignee depends on what's in the submission, set up a rule in advanced logic to assign the record automatically based on any field value.

In the offboarding example, the direct manager section needs to go to a different person depending on the employee's department. You can set this up with rules like:

The same approach works for any workflow where the right owner depends on the content of the record. On a support intake form, for example:

When the record is created, Formaloo checks the conditions and fills in the right assignee automatically — no manual step needed.

Every workspace member has an Activity page in their Formaloo dashboard. Any submission assigned to them — across all the projects they're a member of — shows up there automatically.

You can create separate pages in your app or portal for each department so that when a team member opens the project, they only see the submissions and fields that are relevant to them.

Add a page to your project for each team — for example, a Manager dashboard, a CTO dashboard, and a Payroll dashboard.

➔ Set page-level access:

This way, only the members of that team can see and open the page when they're inside the project.

➔ Add a Table or Kanban block to each page, connected to your form. In each block, you can:

For the admin who needs the full picture — for example, to generate a consolidated report once all three sections are complete — create a separate Admin dashboard with full column visibility and no assignee-based filtering.

The assignee field is perfect for any process where ownership and accountability matter. Below are real-world examples with ready-to-use templates.

Imagine you’ve built a project management form and dashboard in Formaloo, where your team tracks new tasks, bugs, or milestones.

Using the assignee field, your project manager can assign new tasks or records directly to team members or teams from the form view or data block.

Once assigned, each task instantly appears in the assignee’s activity page, just like a built-in task tracker. The assigned user can then update progress, change status, or mark completion, all inside the same app.

This transforms your Formaloo workspace into a full-fledged project management system where accountability is visible to everyone.

In a busy sales team, every lead matters. With the assignee field, you can automatically assign new client inquiries to specific sales reps or account managers.
When a new submission arrives, it’s instantly visible in the assigned rep’s activity page, so they can follow up without missing any leads.

This ensures smoother handoffs, faster response times, and complete visibility across your CRM.

Support teams often deal with multiple inquiries every day. The assignee field helps you streamline this by assigning each support ticket to the right agent or department.

Once assigned, the ticket automatically appears in the assigned user’s activity page, creating a clear to-do list for every support agent.

This allows your team to manage support tickets, prioritize urgent issues, and resolve them faster, all within Formaloo.

If you’re running online courses or internal training programs, the assignee field helps you manage assignments and student progress.
You can assign each learner or course submission to a specific instructor or teaching team, ensuring personalized feedback and better tracking.

Every assigned record (like a student’s course enrollment or project) shows up in the instructor’s activity page, allowing them to review and follow up easily.

The Assignee field gives every submission a clear owner — making responsibility visible, routing records to the right person or team automatically, and surfacing all assigned work as actionable tasks on each member's activity page.

You can assign manually, set a default, or let logic do it based on what's in the record.

And whether you're working with one assignee or coordinating across multiple teams, you can control exactly what each person sees and can act on — down to individual fields and pages.

Q1: What happens when I assign a record using the assignee field?
The record is automatically linked to that person or team, and it appears in their activity page as a task. It remains visible in the app’s data tab for all admins.

Q2: Can I assign a record to multiple people?
Yes. Simply add multiple assignee fields in your form editor. Each field can assign to a different user or team.

Q3: Can users outside the workspace be assigned?
No. The assignee field only works with workspace members or teams. External users can access shared forms, but they cannot be assigned records.

Q4: Can I automate who gets assigned?
Yes. Use advanced logic to automatically assign records based on responses (for example, assign “support issues” to your Support team).

Q5: Can I change or delete an assignee after a record is created?
Yes. You can edit or remove the assigned user anytime from the data tab. Changes reflect immediately on the assignee’s activity page.

Q6: What happens when an assignee leaves the workspace?
The record will stay in the system, but it will no longer have an assignee. You can manually reassign it to another user or team.

Q7: Does the assignee field appear in exported reports?
Yes. When you export your form data, the assignee’s name (or team name) appears in the relevant column for easy tracking.

Q8: Is the assignee field visible to public form respondents?
By default, no. It’s an admin-only field, but you can toggle visibility on to make it available for internal use cases.

Q9: What’s the best way to test the assignee field?
Add an assignee field to your form, assign a test record to yourself, and then check your activity page. You’ll instantly see how records turn into actionable tasks.