# Assign tasks to profiles (not users) **URL:** \ **Category:** Ask for Help\ **Created:** [June 18, 2025, 5:36pm UTC](https://community.glideapps.com/t/assign-tasks-to-profiles-not-users/82591 "2025-06-18T17:36:12Z")\ **Posts on this page:** 5\ **Page:** 1
**Author:** ![NavD](https://avatars.discourse-cdn.com/v4/letter/n/d26b3c/32.png) [@NavD](https://community.glideapps.com/u/NavD)\ **Post date:** [June 18, 2025, 5:36pm UTC](https://community.glideapps.com/t/assign-tasks-to-profiles-not-users/82591/1 "2025-06-18T17:36:12Z")
Hi, I’m building an app where I have a directory of employees. I want to be able to assign them a certain process that has multiple tasks. For example, if an employee wants to take time off, the tasks would be to fill out a form, get it signed by their manager, send it to HR, wait for approval, get final signed copy. Once I’m notified of their intention to take time off, I would assign them these tasks in the backend and check them off as they are completed. The employee does not do anything in the app. It’s just for the backend. I’ve tried multiple things and I’ve gotten very close to what I want but still not there. I think I have to do a one-to-one relationship with each task and each employee but not quite sure how to go about doing this. I should be able to assign the same process (same set of tasks), to multiple employee and track their progress individually. The employees are not users and they do not have access to the app. ---
**Author:** ![Mazen](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/mazen/32/84042_2.png) [@Mazen](https://community.glideapps.com/u/Mazen)\ **Post date:** [June 18, 2025, 6:57pm UTC](https://community.glideapps.com/t/assign-tasks-to-profiles-not-users/82591/2 "2025-06-18T18:57:41Z")
Hey NavD, Welcome To the Glide Community! What you need is a “process assignment system” with relational structure: Create a “Processes” table – each row is a process like “Time Off Request.” Create a “Tasks” table – each task belongs to a process using a “Process ID”. Create an “Assignments” table – each time you assign a process to an employee, create a new assignment record with a unique ID (Example: “Assignment ID”). Create an “Assigned Tasks” table – when you assign a process, copy the related tasks into this table using the “Assignment ID” and link it to the employee. Now, each employee gets their own copy of tasks tied to a specific process, and you can track progress independently without affecting others. Employees don’t need app access; it’s all managed by you. ---
**Author:** ![Mazen](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/mazen/32/84042_2.png) [@Mazen](https://community.glideapps.com/u/Mazen)\ **Post date:** [June 18, 2025, 7:01pm UTC](https://community.glideapps.com/t/assign-tasks-to-profiles-not-users/82591/3 "2025-06-18T19:01:08Z")
Also I asked GPT for the setup and it gave me this as an example of what I talked about earlier: ### 🧩 Tables You’ll Need: #### 1. **Processes** | Process ID | Name | | --- | --- | | P001 | Time Off | | P002 | Onboarding | #### 2. **Tasks** | Task ID | Process ID | Task Name | Order | | --- | --- | --- | --- | | T001 | P001 | Fill out request form | 1 | | T002 | P001 | Manager signs form | 2 | | T003 | P001 | Send to HR | 3 | | T004 | P001 | Wait for approval | 4 | | T005 | P001 | Get final signed copy | 5 | #### 3. **Employees** | Employee ID | Name | | --- | --- | | E001 | Alice Smith | | E002 | John Doe | #### 4. **Assignments** | Assignment ID | Employee ID | Process ID | Assigned Date | | --- | --- | --- | --- | | A001 | E001 | P001 | 2025-06-18 | | A002 | E002 | P001 | 2025-06-19 | #### 5. **Assigned Tasks** | Assigned Task ID | Assignment ID | Task ID | Task Name | Status | | --- | --- | --- | --- | --- | | AT001 | A001 | T001 | Fill out request form | ✅ Done | | AT002 | A001 | T002 | Manager signs form | ⏳ Pending | | AT003 | A001 | T003 | Send to HR | ❌ Not started | | AT004 | A002 | T001 | Fill out request form | ❌ Not started | * * * ### 🧠 How It Works in Glide: - When you assign a **process** to an employee: - Create a new row in **Assignments**. - Then, **automate copying all tasks** from the **Tasks table** (linked by Process ID) into the **Assigned Tasks table** , but linked to that Assignment ID. - Use a **relation column** in Assigned Tasks to show only tasks for a given assignment. - Use **checklist or status chips** to manually track progress. * * * ### 🛠 Glide Automation Tools to Help: - Use **Actions / Custom Actions** to duplicate tasks into Assigned Tasks. - Use **Joined Lists** and **Relations** to display progress per employee. ---
**Author:** ![Mazen](https://sea2.discourse-cdn.com/flex002/user_avatar/community.glideapps.com/mazen/32/84042_2.png) [@Mazen](https://community.glideapps.com/u/Mazen)\ **Post date:** [June 18, 2025, 7:02pm UTC](https://community.glideapps.com/t/assign-tasks-to-profiles-not-users/82591/4 "2025-06-18T19:02:04Z")
Pro Tip: Use the glide native row ID instead of manually set IDs ---
**Author:** ![NavD](https://avatars.discourse-cdn.com/v4/letter/n/d26b3c/32.png) [@NavD](https://community.glideapps.com/u/NavD)\ **Post date:** [June 18, 2025, 7:59pm UTC](https://community.glideapps.com/t/assign-tasks-to-profiles-not-users/82591/5 "2025-06-18T19:59:00Z")
Thank you Mazen! I’ve seen this solution before (I tried ChatGPT too) and it kinda worked in practice. I could never figure out how to assign the process ID. But anyways, I ended up doing something else - I created a workflow that assigns all the tasks in the workflows creating individual rows for each task and the one faculty is assigned to all these tasks. It’s working so I’ll go with that. Thank you so much for your solution!