Task Queues & Ownership Rules
Guide lets you configure how scheduling tasks are assigned and triaged—giving your coordination team clarity and flexibility as they manage requests.
📥 Task Queue Types
There are two main ways tasks can be routed to coordinators:
1. Unassigned Task Queue (Manual Pickup)
All new scheduling requests appear in a shared queue
Coordinators manually pick up tasks based on bandwidth, team coverage, or urgency
Ideal for shared ownership or round-robin teams
2. Auto-Assigned Queue (Direct Assignment)
Guide assigns tasks to specific users based on routing rules
Tasks appear in that coordinator’s “Assigned to Me” view
Best for dedicated recruiters or pods with fixed ownership
🔧 Ownership Rules & Configuration
Admins can define assignment rules based on:
Recruiter-to-Coordinator Mappings — e.g. all tasks from Recruiter A go to Coordinator B
Job-Level Ownership — assign specific jobs to specific schedulers
Load-Based Routing (coming soon) — assign based on current queue load
You can configure ownership under:
⚙️ Settings > Scheduling Settings > Task Routing Rules
👀 Task Views Explained
Coordinators can work from different dashboard views:
Assigned to Me – tasks currently owned by the user
Following – tasks from teammates you’re covering
All Tasks – shared queue view for visibility
You can also filter by:
Status (Availability Needed, Scheduling Needed, etc.)
Tags (Urgent, Executive, etc.)
Stage or Candidate Name
✅ Best Practices
Use unassigned queues for shared teams or PTO coverage
Use mappings when recruiters have dedicated coordination partners
Keep assignment rules up to date to avoid dropped tasks
Encourage daily triage and coverage planning during standups