The assignee field in Formaloo is a smart way to assign ownership of a form record to a specific team member or team inside your workspace. Once you assign a record, it automatically appears as a task on the assignee’s activity page, ensuring everyone knows what they’re responsible for.
This feature is available on Enterprise workspaces and is designed to make Formaloo more powerful for managing workflows, projects, and collaboration across teams.
📍 Included in plan: Enterprise
Table of contents
What the assignee field does
The assignee field makes assigning responsibility effortless. It connects form records directly to workspace members or teams, turning your Formaloo apps into collaborative dashboards and task managers.
Once a record is assigned:
It shows up in the activity page of the assigned person or team.
It helps managers track ownership and ensure no task slips through the cracks.
It keeps everyone aligned without needing third-party task tools.
💡 Pro tip: Combine the assignee field with the team feature to scale your workflows. Learn more in what is a team in Formaloo and how to manage it.
How to add and use the assignee field
Open your form editor in Formaloo.
From the top left corner, click + Add field.
Search for “assignee” and select it.
Place it wherever you want in your form layout.
By default, the assignee field is an admin-only field, meaning it’s hidden from public view. Admins can use it to assign tasks internally without exposing it to form users.
You can, however, toggle visibility on or off if you want others (like internal staff or logged-in users) to select assignees themselves.
💡 Pro tip: Learn more about visibility controls in what are admin-only fields and how they help.
Assignee field types
You can choose between three assignment types depending on your workflow:
Team members: lets you assign records to an individual workspace member.
Team: lets you assign records to a full team, showing the record in every team member’s activity page.
Both: gives flexibility to assign a record either to an individual or a team.
If you want to assign the same record to multiple people who are not in the same team, simply add another assignee field to your form.
When and where to use the assignee field
The assignee field is perfect for any process where ownership and accountability matter. Below are real-world examples with ready-to-use templates.
Project management: Assign and track every task automatically
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.
👉 Try it now with the Project tracker template.
It includes dashboards, task fields, and ready-made assignment logic.
Sales and CRM: Assign leads to your sales reps automatically
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.
👉 Build your sales pipeline today with the Sales CRM template.
It includes lead tracking, contact management, and automated assignment workflows.
Support and service management: Route tickets to the right team instantly
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.
👉 Start with the Support ticket portal template.
It comes pre-configured with ticket statuses, priority tracking, and the assignee field built in.
Education and training: Assign students, courses, or tasks to instructors
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.
👉 Launch your own digital classroom with the Custom learning app and online course portal template.
It includes student enrollment, progress dashboards, and grading workflows ready to customize.
Wrap-up
The assignee field in Formaloo brings structure, clarity, and automation to your workspace. Whether you’re managing projects, handling clients, supporting users, or teaching students, it ensures that every record has a clear owner.
You can:
Assign tasks instantly to members or teams.
View responsibilities on the activity page.
Build smart workflows that automate ownership.
If you want to transform your Formaloo app into a true collaboration hub, start adding assignee fields today.
FAQs
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: Can I use the assignee field with repeating sections?
Yes, but only one level deep. This allows assigning subtasks within larger project or course structures.
Q10: 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.
Next step: Learn how to build collaborative dashboards using teams and assignments:
👉 What is a team in Formaloo and how to manage it