Our multi-user sign-off workflow helps teams collaborate more efficiently and maintain oversight on critical work. It ensures that tasks are reviewed and approved by the right people at each stage before being finalized.
Multi-user sign-off allows you to route items through a structured approval flow:
Preparer – the person who does the initial work.
Reviewer – someone who checks and confirms the work.
Manager – a final approver who gives the green light.
Each person in the chain must sign off before the next person is notified or for the task to be marked as complete. You can add as many sign-off steps as necessary the Preparer/Reviewer/Manager flow is just a typical case.
Use cases
Use this workflow when:
Managing complex or critical processes.
Tasks require a clear audit trail of approvals.
Your team follows internal review protocols.
Example workflow 👇
Assign roles
Each task can have designated users for each stage of the flow.Preparer completes the item
Once done, they submit it for review.Reviewer receives a notification
They review and either approve or request changes. Only after approval does it move to the Manager.Manager gives final approval
After their sign-off, the item is marked as complete.
Permissions & visibility
Only the assigned user can sign-off their step. Everyone in the sign-off chain can view the current status and history of sign-offs.
💡 Admin users can view and override sign-offs when necessary.
How to add sign-offs
To add a multi-user sign off from the close page,
Open the task
Click + Add
Click Sign Offs
Add sign-off assignees from there!
Tasks will only be marked as Done once all sign offs are completed.
To add a multi-user sign off from the template level,
Go to Templates
Choose a task
Click + Add
Click Sign Offs
Add sign-off assignees from there!
On the template level, users can choose to select Close Preparer, Manager, or Reviewer as assignee options, or list actual users.
Signing off on tasks
By clicking "Sign off," each assignee will add a timestamp and the sign off in the changelog.
If needed, admins have the option to override sign offs, and 'sign off' for other assignees.
Users can choose to 'undo' sign offs as well by clicking on the ... at the top right of the sign off area.
Sign-off vs task assignee
It's important to note that sign-off functionality is de-coupled from task ownership.
The person responsible for completing a task (the task owner) can be different from the person responsible for signing it off at each stage (Preparer, Reviewer, or Manager).
For example, a task may be assigned to User A, but the current sign-off step might belong to User B as the Reviewer.
This separation allows for greater flexibility in team workflows and ensures that:
Tasks can move through the correct approval chain, regardless of who initially worked on them.
Sign-offs always reflect the appropriate reviewer or approver, not just the task owner.
