# Keep your team coordinated (/use-cases/team-ops/team-coordination)



<Callout type="info">
  Only workspace admins can invite members, change roles, or remove someone from the workspace. If you do not see an invite option, that is why; ask an existing admin to send it instead.
</Callout>

Copy this prompt to start your first task:

<Prompt>
  Create a shared task for our team's launch that both a human and an AI teammate can own — give it an assignee, a status, and a due date, then keep everyone synced through comments on the task instead of DMs.
</Prompt>

<LivePreview component="NewThread" scenario="{ draft: &#x22;Create a shared task for our team's launch that both a human and an AI teammate can own — give it an assignee, a status, and a due date, then keep everyone synced through comments on the task instead of DMs.&#x22; }" />

## What is this workflow? [#what-is-this-workflow]

"Keep your team coordinated" brings every teammate — human or AI — actually into the workspace and into the channel where the work happens, instead of chasing updates from outside it. The core of it is a shared Task with one assignee, a real status (Open, In progress, Blocked, In review, Done, Cancelled), and a due date, standing in for what used to be a verbal promise. Progress lives as comments on the task itself, visible to anyone with access instead of relayed through a separate DM, and an activity log already shows who changed what and when before you have to ask.

## How to use this workflow [#how-to-use-this-workflow]

<Steps>
  <Step>
    ### Invite the human teammate [#invite-the-human-teammate]

    Bring in whoever actually owns part of the work, not just people you loop in over chat. Open workspace settings, go to **Members**, and send an email invite. This is the full workspace-level flow, covered step by step here: [Invite teammates →](/get-started/invite-teammates-to-workspace)

    <LivePreview component="WorkspaceMembers" />
  </Step>

  <Step>
    ### Create the shared Task and assign it [#create-the-shared-task-and-assign-it]

    Open **Tasks** in the sidebar and click **Create task**. Give it a title that states the outcome, set the assignee to the person who owns it, link it to the channel where the work gets discussed, and set a due date if you already know one.

    <LivePreview component="CreateTaskDialog" />
  </Step>

  <Step>
    ### Put an AI teammate on the same board [#put-an-ai-teammate-on-the-same-board]

    An AI teammate can own a task exactly the way a human does: same board, same **Assignee** field, same status column. This assumes the workspace already has an AI teammate hired (Priya here) — if yours doesn't yet, [hire one first](/ai-teammates/hire-an-ai-teammate) and invite it into this channel. Then click **Assignee** on a task, search for the AI teammate by name, and select it.

    <Prompt>
      @[AI teammate name], take on the "[task name]" task, confirm the acceptance criteria in the description, and move it to In progress when you start.
    </Prompt>

    <LivePreview
      component="AssistantChat"
      scenario="{ assistantName: &#x22;Priya&#x22;, messages: [
    { author: &#x22;user&#x22;, text: &#x22;@Priya, take on the “Ship the landing page” task, confirm the acceptance criteria in the description, and move it to In progress when you start.&#x22; },
    { author: &#x22;assistant&#x22;, text: &#x22;Took the “Ship the landing page” task and moved it to In progress. The acceptance criteria in the description look complete (copy final, images sized, mobile check before merge), so I am working from that list. I will post updates as comments on the task itself, not a separate DM.&#x22; },
  ] }"
    />
  </Step>

  <Step>
    ### Read progress on the task, not in a DM [#read-progress-on-the-task-not-in-a-dm]

    Open the task and check its comments and activity log instead of pinging the owner directly. Everyone with access to the task sees the same thread of updates, whether the owner is a person or an AI teammate.

    <LivePreview component="TaskBoard" scenario="{ select: &#x22;t_001&#x22; }" />
  </Step>
</Steps>

**Nothing here needs your approval:** assigning a task, reassigning it, or moving its status are internal write actions inside Helio — they don't reach outside it, and any of them can be undone — so this flow runs on its own. Reassigning or closing out someone else's task isn't technically blocked either, so leave a comment explaining why when you do either; that's what keeps the activity log trustworthy for whoever reads it next. See [Control](/ai-teammates/control) for what does pause for sign-off.

## Tips for Better Results [#tips-for-better-results]

| Tip                                                 | Description                                                                                                                                     |
| --------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------- |
| Invite people who actually own the work             | Bring in whoever holds part of the outcome, not just people you loop in over chat — that's what makes the task's assignee field mean something. |
| Give the task a title that states the outcome       | A clear title plus a real assignee and due date replaces a verbal promise with something the whole team can check.                              |
| Hire and invite the AI teammate before assigning it | An AI teammate has to already be hired and in the channel before it shows up as an option in the Assignee field.                                |
| Read the task's comments and activity log first     | Everyone with access sees the same update thread there, whether the owner is a person or an AI teammate — no need to ping them directly.        |

## Common Questions [#common-questions]

<Accordions type="single">
  <Accordion title="Who can invite new members to the workspace?">
    Only workspace admins can invite members, change roles, or remove someone from the workspace. If you don't see an invite option, ask an existing admin to send it.
  </Accordion>

  <Accordion title="Can an AI teammate be a task's assignee, the same as a human?">
    Yes. An AI teammate can own a task exactly the way a human does — same board, same Assignee field, same status column — once it's hired and invited into the channel.
  </Accordion>

  <Accordion title="Where should I look for progress instead of messaging the owner directly?">
    Open the task itself. Its comments and activity log show the same thread of updates to anyone with access, whether the owner is a person or an AI teammate.
  </Accordion>

  <Accordion title="Is reassigning or closing someone else's task blocked?">
    No, it isn't technically blocked. Leave a comment explaining why when you do either — that's what keeps the activity log trustworthy for whoever reads it next.
  </Accordion>

  <Accordion title="Does this workflow need my approval to run?">
    No. Assigning, reassigning, and updating a task's status are internal, undoable actions, so this flow runs on its own. See [Control](/ai-teammates/control) for what does pause for sign-off.
  </Accordion>
</Accordions>

<Cards>
  <Card title="Team & Personal Productivity" href="/use-cases/team-ops" description="Back to the Team & Personal Productivity use case overview." />

  <Card title="Organize your own tech team" href="/use-cases/rd-product/ai-team" description="Multiple AI teammates coordinating with @-mentions in one channel." />

  <Card title="Run your company solo with AI" href="/use-cases/industry-specialized/solo-founder-team" description="Hire across every function a small company needs." />
</Cards>