Jobs (Advanced): Job assignees

Job assignees are team members who are responsible for specific jobs within your TaxDome account. Assigning team members to jobs helps organize your workflow, track responsibilities, and leverage automation effectively. This guide covers everything you need to know about job assignees and how to use this feature in your daily operations.

Job assignees, explained

Job assignees are team members responsible for specific jobs within a pipeline. When you assign a team member to a job, you essentially say, "This person is responsible for this client's work." 

Key points about job assignees:

• A job can have one or multiple assignees.
• Job assignees automatically get access to the account related to the job.
• Assignees can be changed manually or through automation.

Here are some approaches to how TaxDome firms are using job assignees:

• Job tracker: Assign all jobs to a staff member responsible for tracking progress. Use default assignees in job templates for easy management.
• Dedicated service—dedicated team: Assign multiple team members to a job when collaboration is required (e.g., a team working on 1040 returns).
• Independent teamwork: Change assignees at different job stages (e.g., client manager → preparer → reviewer) to streamline workflow and improve communication.

Job assignees are different from:

• Account access. It actually determines who can view and edit a client's information. 
• Task assignee. As the job moves through the pipeline, it may have several linked tasks with different assignees (e.g., form preparation, invoicing, form review, etc.).
• Account roles. While account roles determine overall access to client accounts, job assignees are specific to individual jobs and their related workflows. You can specify roles rather than individual team members as job assignees.

Add job assignees

You can add job assignees using any of the following ways:

• Inside a job card in the Assignees field or in the same field of a job template

• Automatically, by using a pipeline automation
• On the Workflow > Jobs/Job recurrences pages. Click on the name in the Assignees column and select one or more assignees. If more than one is selected, you will see the number of additional assignees to the right. Hover over it to see their names.

Start using job assignees in your workflow

Once you've assigned team members to jobs, you can leverage this feature in various ways to streamline your workflow:

• Send messages: select the job assignee as a sender
• Assign created tasks to the job assignee
• Update job assignees automatically

Send messages: select the job assignee as a sender

When sending messages to clients related to a job via automations, you can set a job assignee as a sender. This ensures that client communications come from the team members who are actually handling their work. For a complete guide on setting up message automation in a pipeline, see the article.

Assign created tasks to the job assignee

When tasks are created via automations, they can be directly assigned to job assignees, ensuring clear responsibility. This creates a direct connection between the job, the task and the responsible team member. Learn more about it.

Update job assignees automatically

You can use TaxDome's automation to change job assignees while the job moves through a pipeline. This allows for dynamic workload distribution as jobs progress through your workflow. For detailed instructions, see our guide.

Track jobs by assignees

One of the valuable aspects of using job assignees is the ability to track and manage work by team members. To ensure balanced workloads, regularly review the distribution of jobs across team members. This helps identify team members who may be overloaded or have the capacity for additional work.

To see all the jobs assigned to particular team members:

1. Go to Workflow > Jobs from the left sidebar or open the Kanban view of the pipeline.
2. Click Filter and select Job assignee.
3. Choose the team member(s) you want to filter by.

The job assignees may be visible right on the job cards in the Kanban view of the pipeline. To enable this, customize the job cards in the pipeline settings.