Add and allocate account roles

Account roles let you assign tasks, jobs, and communications to roles rather than specific team members, so assignments update automatically as your team changes. Use this guide to add account roles to your portal and allocate team members to them for each client.

Step 1. Add account roles

To start using account roles, first, you need to define which account roles you will need and add them to your portal. You can use either of two ways to add them:

• From settings: Go to Settings > Team & plans and switch to the Roles tab. Click New role or Create role. Enter the role name and click Save.

• From client accounts: Open a client account and switch to the Info tab. In the Account roles section, click Create role. Enter the role name and click Save. This role will be available for all client accounts.

• From the bulk action sidebar: Go to Clients > Accounts from the sidebar menu and select several or all accounts in the list. Click More actions and select Manage roles. In the bulk role assignment sidebar, click New role. Enter the role name and click Save. This role will be available for all client accounts.

Step 2. Allocate team members to roles for each client

Once you have your account roles created, you need to allocate team members to roles for each client. A single team member can be assigned different roles depending on the client, one team member can hold multiple roles simultaneously, and several team members can be allocated to one role. You can do it for each client individually or in bulk:

• Individually: Open the client account and switch to the Info tab. In the Account roles section, select one or more team members to assign to specific roles. 

  

• In bulk: If you need to add account roles to many clients at once (e.g., you want to start using this feature with an existing client base), you can do it in bulk from the Accounts page or use the import tool (see below).

Allocate team members to roles in bulk from the Accounts page

To set up the same team member roles for several existing accounts at once :

1. Go to Clients > Accounts from the sidebar menu. Select checkboxes next to the accounts you want to update. The fastest way to do this is to apply an appropriate filter to the account list and select the Select All checkbox. If you don’t have an appropriate filter, just select clients manually.

2. Click More actions above the list and select Manage roles.

3. In the sidebar, select Assign roles in the Actions column for each team member to whom you want to assign roles. Then, select the roles to assign and click Done. Once ready, click Save. You will receive an email when the roles are updated.

Allocate team members to roles in bulk via the import tool

To allocate team members to roles for your existing accounts via import, follow these steps in the Update account info in bulk via import article.

Step 3. Start using account roles in your workflow

Once you have account roles created and team members allocated to them for each client, you can start using them in your workflow:

• You can have roles assignees in task templates and use them for pipeline automations. 

• You can have roles assignees in your job templates and use them when creating job recurrences. 

• Or you can use roles when creating single items, based on the templates or not. 

• You can assign jobs to roles directly from a pipeline’s Update job assignees automation, without a template.

• You can use roles as senders in email and chat automations, so messages are sent from the team member assigned to that role for each client.

  To learn more, go the detailed article on using account roles in your workflow.