Teammates can respond to tasks directly from the task notification email by accepting or declining the assignment. This helps you quickly see whether a task is covered or needs reassignment.
Teammates that you’ve invited to the Teammate portal can also log into the portal directly to accept or decline tasks.
How task responses from email work
When a teammate is assigned a task either manually or automatically with a task rule, and you have an email notification rule set up to alert them of a new task assignment or an updated task assignment, the task notification email will be triggered as usual but will include Accept and Decline buttons at the bottom of the message.
The teammate’s response is recorded in Hospitable and shared with you via email.
How teammates can accept or decline a task
Teammates will be able to easily accept or reject a task by taking the following steps:
Open the task notification email.
Scroll to the bottom of the email.
Click Accept task to confirm they will complete the task, or Decline task if they cannot take it on.
This will direct them to the Teammate Portal, where they can see more information about the task and confirm their decision to accept or decline it.
Or, they can login directly to the Teammate portal to accept or reject a task.
How backup assignment works
When the host adds Backup teammates to a task, only one teammate receives the assignment request at a time.
The Primary teammate receives the first request.
If the Primary declines, the first Backup receives the request.
Each decline moves the task to the next Backup in the order selected by the host.
The sequence stops as soon as someone accepts.
Teammates who are still waiting as Backups are not notified until the task reaches them.
What happens after a response
You’ll automatically receive an email when a teammate accepts or declines a task.
If the Primary teammate accepts, they remain assigned and the task proceeds as normal. Backup teammates are not notified.
If the Primary teammate declines and the task has Backup teammates, Hospitable automatically reassigns the task to the first Backup on the list. That Backup then receives the accept or decline request.
If that Backup declines, Hospitable moves to the next Backup in the order set by the host.
If the Primary and every Backup decline, the task remains assigned to the last teammate with a declined status. You’ll receive a notification that everyone declined and will need to reassign the task manually.
If the task has no Backup teammates, a teammate who declines remains assigned until you manually assign someone else.
If a teammate does not accept or decline, they remain assigned. Hospitable does not automatically move to the next Backup based on a timeout.
You can see the current teammate and the accepted or declined status in the task view of the calendar and on the task itself.
Note: The confirmation email is sent automatically to the host and is not controlled by your Operations notification rules. Editing or disabling a Task Assigned notification rule changes the assignment email sent to the teammate, but it does not disable the confirmation email sent to you after the teammate responds.
Note that existing assigned tasks won’t send a notification unless you reassign the task.