Use job assignees

In most firms, a single job changes hands several times — intake, preparation, review, delivery. Job assignees keep that ownership visible by linking each job to the team members currently responsible for it.

Job assignees at a glance

Job assignees let you designate which team members are responsible for a specific job. Use them to keep ownership clear as the job moves through the pipeline, route automations to the right person, and track workload across your team.

A job can have one or several assignees — individual team members or account roles — and the assignment travels with the job through the pipeline. Any stage automation that fires (sending a message, creating a task, updating ownership) can route to whoever currently owns the work.

Common ways firms structure ownership:

• Job tracker — assign all jobs to a single staff member responsible for tracking progress, and 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 vs.task assignees vs.account roles

Job assignees are distinct from:

• Task assignee — who is responsible for a task linked to the job; one job can have several linked tasks with different assignees (e.g., form preparation, invoicing, form review)
• Account roles — determine overall access to client accounts; you can specify roles rather than individual team members as job assignees
• Account access — determines who can view and edit a client’s information

Add job assignees manually

You can add assignees to jobs manually in any of the following ways:

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

  

• 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, the number of additional assignees appears to the right — hover over it to see their names.

  

• Automatically, with a pipeline automation

Add job assignees automatically

There are different ways to assign team members to jobs automatically:

• Select the job assignee as a sender of the message

• Assign created tasks to the job assignee

• Update job assignees automatically

Select job assignee as message sender

When sending messages or emails to clients via automations, you can set the job assignee as the sender. This ensures that client communications come from the team members who are actually handling their work.

The sender option is configured in the Template settings section, by toggling on Customize.

For complete guides, see:

• Send message automation
• Send email automation

Assign created tasks to 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. More on assigning tasks in jobs .

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. More on updating job assignees automatically .

Track jobs by assignees

Tracking jobs by team member helps you balance workloads and spot anyone who is overloaded or has capacity for more work.

To see all the jobs assigned to particular team members:

1. Go to Workflow > Jobs from the left menu bar, 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.

   

Job assignees can also be visible right on the job cards in the Kanban view. To enable this, customize the job cards in the pipeline settings.