The multi-user sign-off workflow enables efficient team collaboration while maintaining clear oversight of critical work. It ensures tasks are reviewed and approved by the appropriate stakeholders at each stage before finalization.
Multi-user sign-off allows items to be routed through a structured approval flow:
Preparer – completes the initial work.
Reviewer – reviews and confirms the work.
Manager – provides final approval.
Each person in the chain must sign off before the next person is notified or the task is marked as complete. Additional sign-off steps can be added as needed; the Preparer/Reviewer/Manager flow represents a common configuration.
Use cases
Use this workflow when...
Managing complex or critical processes.
Tasks require a clear audit trail of approvals.
The 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,
Click to expand the task
Click + Add
Select 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.
Undo sign-off
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.
