How to Reassign a Pending Step to Another User

If a pending step is assigned to the wrong person, or the original assignee is unavailable, an admin can reassign it to a different active user at any time.

Who can reassign

Only admins can reassign pending steps. Regular users cannot reassign steps, even ones assigned to themselves.

How to reassign a single step

1. Go to Admin → Instances in the sidebar
2. Find and open the relevant flow instance
3. In the detail panel, locate the step showing as Pending
4. Click the Reassign button next to that step
5. Select the new assignee from the dropdown — only active users in your organisation are shown
6. Confirm — the new assignee receives an in-app notification

The step remains Pending but is now assigned to the new user. It disappears from the original assignee's task list and appears in the new assignee's.

How to bulk reassign all tasks from one user

If a user is leaving or has been deactivated, you can move all their pending tasks at once:

1. Go to Users in the sidebar and open the user's profile page
2. If the user has pending tasks, a Reassign N pending tasks button appears
3. Click it, choose the new assignee, and confirm

This transfers every pending step assigned to that user to the new assignee in a single operation and logs the action in the audit trail.

Bulk reassign is also offered automatically inside the Deactivate User guided workflow — if you deactivate a user who has open tasks, you are prompted to reassign them as part of the offboarding steps.

What happens to the original assignee

The step is removed from the original assignee's Pending Tasks list immediately. They are not automatically notified — consider informing them manually if appropriate.

See also

• How to Deactivate and Reactivate a User
• How to Cancel a Running Flow Instance
• Understanding Flow Instance Statuses