Assign Participants

In LadVen OS, participants define who formulates the result, who is responsible for delivery, who helps, and who only follows the progress. Add people by role, not "just in case": extra participants blur responsibility and create unnecessary notifications.

Main Rule

A task must have one main assignee. This person does not have to do every step personally, but is responsible for bringing the task to a verifiable result.

If several people have independent results, create several related tasks. If one person owns the overall result and others complete separate parts, keep one assignee and add the others as co-executors.

Roles

Reporter

The reporter formulates the result, explains the context, and accepts the work. Usually this is the person who needs the task outcome or who owns the process in front of a client, manager, or team.

The reporter must be available for clarification. If the reporter will not be able to verify the result, specify in advance who will accept the work instead: in the task description, in a comment, or through observers.

Assignee

The assignee moves the task toward the result: updates the status, asks questions, coordinates co-executors, and reports blockers.

Assign the person who can actually bring the task to completion. Do not use the assignee role as a way to "call everyone": when several people are effectively responsible, nobody understands who makes the final decision on execution.

Co-executors

Co-executors are needed when other people perform part of the work: prepare a file, provide a technical estimate, approve text, collect data, or check a separate block.

Add a co-executor only if they have a clear part of the work. It is better to record that part in the description, checklist, or comment so the co-executor understands what they own and the main assignee can see progress.

Observers

Observers see task progress and receive context, but are not responsible for execution. This is useful for a manager, adjacent team, client manager, or anyone who needs to stay aware of the decision.

Do not add observers "just in case". If a person only needs to know the final outcome, mention them in a comment after completion or send a link to the task once the result exists.

How to Distribute Roles in Work Situations

Roles are not for formally filling out a card. They are for managed work: who makes the decision, who delivers the result, who does a part, and who needs to see progress.

Situation	How to assign participants	Why
A manager assigns a task to an employee in the department	Manager is the reporter, employee is the assignee. Do not add others unless they participate.	The result has an owner and clear acceptance.
A manager handles a client request while a lawyer prepares the contract	The manager or client owner is the reporter, the lawyer is the assignee, and the manager may be an observer or co-executor for client clarifications.	Responsibility for the document is not mixed with responsibility for client relationship.
Several departments prepare independent parts of a launch	Create child or related tasks with separate assignees, and keep one launch owner in the general task.	Every result has its own assignee, and the launch does not turn into a list of assignments without an owner.
Only approval from a manager is needed	Do not make the manager the assignee. Keep them as reporter, observer, or mention them in a comment at acceptance.	The assignee remains the person who drives execution, not the person who must say "yes".
A person must provide data for the executor	Add them as a co-executor and record their part in the description or checklist.	The participant understands what is expected and does not become a hidden co-owner of the whole result.
Only the final result needs to be communicated	Do not add an observer in advance. Share the outcome in a comment or send a link after completion.	Fewer notifications and more attention to tasks where the person really needs to follow progress.

If a role causes disagreement, ask a simple question: "Who will be responsible if the task is not ready on time?" That person should be the assignee or the owner of a separate related task.

How to Choose Employees

When creating or editing a task, use participant search. It helps find an employee by first name, last name, or other available profile data.

1. Open the task in create or edit mode.
2. Go to the participants block.
3. Start typing the employee name in the search field for the needed role.
4. Select the employee from the candidate list.
5. If the list is grouped by departments, expand the needed department and check the position or team.
6. Repeat the selection for co-executors and observers if they are really needed.
7. Save the task or changes.

Department grouping helps distinguish employees with the same name and choose people from the correct team. If several similar employees exist, look not only at the name, but also at the department, avatar, position, or another visible profile attribute.

If a participant is added after work has started, do not stop at adding them to a role. Leave a short comment: why the person is being involved, what has already been done, which files or checklist items to review, and what action is expected from them. This lets the new participant enter the task through context, not guesswork.

Unavailable Candidates and Permissions

Not every employee found in search is necessarily available for assignment. A candidate may be unavailable because of permissions, employee status, project restrictions, department, workgroup, or client context.

If an employee is shown as unavailable or cannot be selected:

• check whether the task belongs to a project, workgroup, client, or CRM entity with restricted access;
• make sure the current employee profile is selected, not an old duplicate or inactive profile;
• check whether this person can see task materials and attached files;
• ask an administrator or workspace owner to configure access if participation is truly needed.

Do not bypass permission restrictions by adding the person as an observer or forwarding materials outside the task. A participant must have access to the working context inside LadVen OS, otherwise discussion and result verification split across different channels.

How Not to Blur Responsibility

Before saving, ask three questions:

• who accepts the result;
• who is responsible for the task being completed;
• who performs separate parts but does not own the outcome.

If the second question produces several names, the task is formulated too broadly or roles are assigned incorrectly. Split the work into related tasks, assign one result owner, or clarify co-executor contributions in the checklist.

Signs of blurred responsibility:

• the assignee is formal, while real decisions are expected from another person;
• co-executors are added without a specific part of the work;
• observers are used as a mailing list;
• the reporter cannot verify the result;
• the task describes several independent outcomes.

When responsibility starts spreading, do not solve it by adding new participants. Clarify the task result first. If there are several independent outcomes, split the work. If the outcome is one, choose one assignee and clearly describe everyone else's contribution.

Practical formula:

The assignee is responsible for the outcome.
A co-executor is responsible for their part.
The reporter is responsible for clear expectations and acceptance.
An observer is responsible only for following the context themselves.

How to Do It in LadVen OS

1. Open the task in create or edit mode.
2. Check the reporter: this person must understand the expected result and acceptance process.
3. Find the assignee through participant search.
4. Add co-executors if they have separate parts of the work.
5. Add observers if they need to see progress.
6. Check similar employees by department, position, or avatar.
7. Remove unnecessary participants and duplicates.
8. Save changes.

When editing an existing task, check the actual participant list in the task card after saving. If someone changed participants in parallel, refresh the task and make sure the saved composition matches the agreement.

What to Check Before Saving

• One assignee is selected.
• The reporter can accept the result or return it for revision.
• Co-executors understand their part, and it is recorded in the task.
• Observers really need notifications.
• Participants are selected from current employees, not old duplicates.
• Every participant has access to the project, client, CRM entity, files, and other task materials.
• The task does not include people added only "for visibility".

How to Verify the Result

After saving, open the task in view mode and check the participants block:

• reporter, assignee, co-executors, and observers are displayed in the correct roles;
• the assignee is visible in the task list and assignee filters;
• the task appears in "my", "assigned", or "with my participation" views for the right people;
• participants can open the task and see the materials they need for work;
• if a participant was added after creation, they received context in the task, not only a verbal assignment.

If the list looks wrong, fix the roles immediately. The earlier unnecessary participants are removed or the correct assignee is assigned, the less confusion appears in comments, notifications, and statuses.

After Changing the Assignee

Changing the assignee is a management event, not just a field correction. After the change, it must be clear why responsibility moved and in what state the work is being handed over.

A good handover includes:

• a short comment with the reason for the change;
• what has already been done and what remains;
• which files, checklists, and related tasks the new assignee should review;
• who will accept the result;
• whether there are risks around the deadline, planned time, or access.

Do not silently change the assignee in tasks that already have comments, files, a checklist, or client context. Otherwise the new result owner will have to reconstruct the history manually, and the manager will lose the explanation of why the work moved to another person.

Good Practices

• Assign one assignee to one verifiable result.
• Record a co-executor's contribution next to the work itself: in the description, checklist, or comment.
• Add observers only when they need to see progress, risks, and decisions during execution.
• When changing the assignee, leave a short comment explaining why responsibility moved and what has already been done.
• For independent results, create related tasks instead of expanding the co-executor list in one card.
• Check participant access to the client, project, CRM, documents, and files before work starts.
• If the task is client-related, keep the person responsible for client communication among participants, but do not make them responsible for another department's work.
• If a manager needs control, use observation and final comments, not formal assignment as assignee.
• Regularly remove people who no longer need the task context.
• In a role dispute, return to the acceptance criterion: who can verify the result and who must deliver it.

Common Mistakes

• assigning several effective assignees instead of one result owner;
• adding a co-executor without a clear part of the work;
• adding observers as a mass mailing list;
• selecting a same-name employee from another department;
• leaving an old or inactive employee profile;
• not checking participant access to files, project, client, or CRM context;
• changing the assignee without a comment explaining why responsibility moved;
• using observers to bypass access rights;
• not checking the final participant list after saving;
• creating one large task for several independent results.

Screenshots Needed for This Page

• Participant block in the task creation form: reporter, assignee, co-executors, and observers.
• Employee search with department grouping and visible avatars.
• Example of selecting one assignee and several co-executors with clear roles.
• Participant block in task view mode after saving.
• State where a candidate is unavailable or restricted by permissions.
• Example of a client or project task where participants have access to linked materials.