Skip to main content

One Person or Everyone

When several people hold the same role, you have a choice to make for each Standard. Should everyone do it, or does it only need doing once, by whoever is up? You make that choice per schedule group, under Who handles each run?, when you assign and schedule a Standard.

Everyone in these roles​

Every person in the group's roles gets their own task, and each of them completes it.

Use it when the work is personal: reviewing a new policy, cleaning your own workstation, a training sign-off.

Just one person​

SOPHIE gives each run to a single person in the role. Nobody has to race to claim it and nothing sits waiting because everyone assumed someone else would grab it. The task is already on the chosen person's My Day.

Under Pick who, each time, by, choose how SOPHIE picks:

  • Round-robin — take turns in order: SOPHIE rotates through the people in the role, so everyone gets an equal turn. Best when the job takes about the same effort every time.
  • By workload — give it to whoever is least busy: SOPHIE picks the person with the fewest open tasks at the time. Best when people's days vary a lot, or some work part time.

Either way, SOPHIE only considers people who are active and working that day. Someone on time off or not scheduled to work is skipped.

Set it up​

  1. Open the Standard and click Edit.
  2. In Assignees & schedule, find the group.
  3. Under Who handles each run?, choose Just one person.
  4. Under Pick who, each time, by, choose Round-robin or By workload.
  5. Click Save.

On the Standard and on My Day​

When a Standard is handled by one person and you have it on your My Day today, a banner at the top of the Standard tells you who has it:

  • You're handling this today: it's yours.
  • {Name} is handling this today: a teammate has it. If you want to do it instead (they're busy, or you're already in the room), click Take it. You'll see "You took this on." and the task moves to you.

On My Day, the same Take it action lets you pick up a teammate's run.

Good to know​

  • One person per role, not per Standard. If a group has two roles and is set to Just one person, SOPHIE picks one person from each role. Roles are different responsibilities, so each gets covered. If you want only one person across everyone, assign a single role that covers all of them (for example, a shared parent role or All Staff).
  • One person in the role? Then both options behave the same: that person always gets it.
  • Older "First to Claim" Standards. Some older Standards show First to Claim in their schedule summary. SOPHIE treats them as one-person Standards and assigns each run automatically. If you see a Claim button on an older task, clicking it simply makes the task yours. Next time you edit the Standard, pick Round-robin or By workload to make the choice explicit.
  • Mixing is fine. One group can be Everyone in these roles and another Just one person on the same Standard.