Overview
You can assign alumni follow-up tasks (or any workflow task) to multiple users simultaneously by assigning the task to a Group instead of an individual user. This eliminates the need to create separate tasks for each team member.
Before You Begin
Ensure you have access to workflow settings and user management
Verify that the alumni follow-up workflow exists in your system
Confirm that all users who should receive tasks have active accounts
Steps
Step 1: Access the Alumni Workflow
Navigate to Settings → CRM Settings → Automation and Workflows
Locate and open the alumni follow-up workflow
Find the Create a Task action within the workflow
Step 2: Assign Task to Group
In the Create a Task action, locate the Assigned To field
Instead of selecting an individual user, select the group (e.g., "Alumni Team")
Save the workflow changes
Step 3: Add Users to the Group
Navigate to User Management → Groups
Open the group you assigned to the task (e.g., "Alumni Team")
Add all users who should receive the alumni follow-up tasks
Save the group configuration
Verification / Expected Result
After completing these steps:
When the alumni follow-up workflow triggers, all users in the specified group will receive the task
The task appears in each group member's task list
No duplicate tasks are created - one task is shared among all group members
You can easily add or remove team members from the group without modifying the workflow
Troubleshooting / Common Errors
Group not appearing in Assigned To dropdown: Verify that the group exists and is active in User Management → Groups.
Users not receiving tasks: Confirm that all intended users are properly added to the group and that their accounts are active.
Workflow not triggering: Check that the workflow conditions are properly configured and that the workflow is set to "Active".
Tips & Notes
Best Practice: Use descriptive group names that clearly indicate their purpose (e.g., "Alumni Follow-up Team" instead of generic names).
Tip: This same approach works for any workflow task, not just alumni follow-ups. You can use groups for intake tasks, discharge follow-ups, or any other automated task assignments.
⚠️ Important: The workflow assigns the task to one entity (the group), but the group membership controls which individual users actually receive it.
Related Resources
How Do I Enable Admin Access For My Users? (CRM)
User Management and Groups Configuration Guide