How to assign a team and RACI role to a task in Plannerly

Add a task to a Scope row, assign a team as accountable and a person as responsible, so every deliverable has a clear owner and no duplicated work.

Contents

TL;DR - In Scope, hover a cell and select Add to create the task. Open it, and in Tracking use Assign team and tick the team, then mark it A (accountable); use Assign team member for the person and mark them R (responsible).

One task, one team, one clear role

Good to know - watch in your language: open the YouTube player settings (the gear icon), then under Subtitles/CC choose your language or use Auto-translate. If an auto-dubbed track is available, you can also switch the spoken voice under Audio track.

Who this is for

People whose role lets them create Scope tasks and change who is assigned to them, usually project managers and information managers. Adding a team that does not exist yet also needs permission to manage teams.

Why it matters

Ask who is doing a deliverable and who signs it off, and the honest answer is often everyone, which means nobody. Putting one team and one named role on each task gives you responsibility you can point to instead of argue about, and it is the data behind your RACI matrix.

Add the task

In Scope, find the row and the milestone column for what you deliver. For example the External Walls row under Detailed Design.
Hover the empty cell and select Add. That creates the task: what this row delivers at this milestone.
Click the cell to open the task.

Assign the team as accountable

In the task's Tracking area, select Assign team.
Tick the team, for example Structural. Four small buttons appear beside it: R, A, C and I.
Select A (A - Accountable: owns the outcome and makes the final decision).

Plannerly task Foundations with the Structural team ticked and the A Accountable role button selected — Tick the team, then pick its role: here A for Accountable. The Member tab works the same for a person.

Assign a person as responsible

Select Assign team member.
Tick the person, for example Amira Khan.
Select R (R - Responsible: does the work to complete the item).

The other two roles are C - Consulted (gives advice before decisions) and I - Informed (kept up to date). A task can hold several teams and people, each with one or more letters.

One task per row, per milestone

Each row can have one task at each milestone. In the task's Task Milestone list, milestones that already hold a task on this row are greyed out and marked already has a task. To plan the same row at another milestone, add a task in that milestone's cell instead.

Plannerly Task Milestone list with Concept Design and Construction greyed out because they already have a task — Greyed milestones already have a task on this row, so pick one that is free.

See it in the grid

Close the task. The cell now shows a badge for the team and one for the person, each with its role letter. You can also click a badge to change the assignment without opening the task.

Plannerly Scope cells for Foundations showing a Structural team badge marked A and a team member badge marked R — Each task cell shows the team and the role letter, so ownership reads at a glance.

Tip: if you have many tasks to fill in, skip this one-by-one routine and paint teams and roles across whole folders with Quick Assign.

Why this matters: ISO 19650 asks who is responsible for producing each piece of information. One accountable owner per task keeps duplicate deliverables out of the model.

If it doesn't work

I can't see Add on the cell

You need permission to create Scope tasks. Ask a project manager to check your role. On Free projects, cells past the task limit are locked ("You have reached the maximum amount of tasks for Free projects").

I can't change who is assigned

Changing the team or member on a task needs permission to manage task assignees. Without it the assignment buttons do not respond; ask your project manager.

The role letters R, A, C and I are not showing

Role letters can be switched off. Open Settings, then Project and Roles, and turn on Show RACI roles. Your assignments stay saved while it is off.

"More than one Accountable owner at this scope"

That is a prompt, not an error: two teams or people are marked A on the same scope. Check that ownership is clear. You can keep a draft incomplete.

My team isn't in the list

Select Add Team in the list to create it, if your role lets you manage teams. Otherwise ask your project manager.

Common questions

What does RACI mean in Plannerly?

R is Responsible (does the work), A is Accountable (owns the outcome and signs it off), C is Consulted (advises before decisions) and I is Informed (kept up to date). You assign these letters to teams and people on each Scope task.

Can a task have more than one team or person?

Yes. A task can hold several teams and several people, each with their own R, A, C or I. Plannerly warns you if more than one is marked Accountable.

Where is the RACI matrix in Plannerly?

There is no separate matrix screen in Scope: the letters live on each task. Use the RACI roles filter to look at them, and export a RACI Matrix page with the Document export - see the export lesson.

Why does Plannerly say a milestone already has a task?

A row can hold only one task per milestone. Pick another milestone in Task Milestone, or edit the existing task.

Assign a whole project in minutes with Quick Assign - the fast way to fill a whole project.
Find the gaps before they find you - find tasks with no accountable owner.
Export your MIDP, each team's TIDP and a RACI matrix
RACI Survival Kit - the webinar and six-step guide.
How to copy tasks from one cell to another

Take the free Plannerly Essentials course - every lesson is a short video like this one, with a certificate when you finish.