About Close Workspace roles

The concept of a role within Close Workspace is separate from the roles used to maintain user-permissions. Permissions for Close Workspace users are set in the Company application.

There are three roles within Close Workspace:

  • Checklist owner

  • Task owner

  • Task assignee

Each role has different responsibilities related to checklists.

Checklist owner

A checklist owner can be any unrestricted user, such as business users, employee users, and project managers. For a checklist created at the top level, the checklist owner must have access to all entities. For checklists created at the entity level, the checklist owner needs access to that entity only.

The checklist owner has full control over the checklist and its associated tasks. They can complete the following actions:

  • View and manage all checklist tasks

  • Update checklist-level status

  • Mark any task as In Progress or Completed

  • Reopen tasks or the checklist

  • Manage task dependencies, reporting periods, templates, and entity assignments

  • Override task statuses if needed

The checklist owner receives summary and progress notifications.

The checklist owner can view all tasks that they own and manage.

Task owner

The task owner should be the person responsible for making sure that a task is completed in a quality manner. But they are not necessarily the person assigned to complete the task. The task owner is typically expected to align task delivery with the schedule and escalate blockers when needed.

The task owner can complete the following actions for a task:

  • Mark tasks and task assignments as either In Progress or Completed.

  • Revert the status of a task, for example, changing the status from Completed to In Progress.

  • Manage task dependencies

A task owner can also be the task assignee for a given task.

Task assignee

The task assignee is responsible for completing the task. The see only the tasks that are assigned to them, and they can complete the following actions for their task assignments:

  • Update task progress

  • View task details, due dates, and dependencies

Depending on which notifications you enable, task owners receive task-related notifications, such as when tasks are at-risk or overdue. They're also notified when a task that their task is dependent on has been completed.

Task owners cannot reassign tasks or modify task definitions.

Entity restrictions

In a multi-entity environment, a task can be created for the top-level only, or it can be split into separate task assignments for the different entities.

  • If a user is restricted to one or more entities, they can see only the task assignments within their entities.

  • If a user has an assignment that's dependent on an assignment in a different entity, they will see that other assignment only if they have access to the entity.

    • Karla has access to the East and South entities.

    • Her task assignment in the East entity cannot be completed until Jodie completes her task assignment in the West entity.

    • But Karla cannot see Jodie's task assignment because Karla does not have access to the West entity.

  • At top-level user can see all dependencies and track progress across entities.

Regional availability

Close Workspace is available in the following regions:

  • United Kingdom

  • United States