Team (Basic): Account Access

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There are three overall different ways to handle giving employees access to accounts. You can let them have default access to all accounts, assign them to only selected accounts, or assign them to accounts at specific job stages by using our pipeline automations. 

Covered here:

Account Access

At least one team member should have access to all accounts. When they do, they can view and edit any client’s info, upload documents, and create invoices. They also receive notifications about all account activity. 

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Note: Any team member can receive notifications about an account—without being assigned—simply by following it. Read more about this here.

By default, once an employee has client account access, they can do all this:

  • View the account info.
  • View and download client docs.
  • View all message threads for their assigned accounts and respond to them.
  • View all of the firm’s emails for their assigned accounts and respond to them.
  • View all of the firm’s notes for their assigned accounts and create new ones.
  • View the firm’s time entries for their assigned accounts and create new time entries.
  • View pipelines for their assigned accounts and move clients from stage to stage.
  • View tasks assigned to them by other team members.
  • View all of the firm’s tasks for their assigned accounts.
  • Create tasks.
  • View contacts that are linked to their assigned accounts.

To get a sense of what an employee can do, visit a read-only view of their portal.

Default Account Access

A firm owner has default account access. However, Owner or Admin may also want to give one or several team members automatic access to all new accounts created manually, via CSV-file import, or by clients registering on their own

To set up default account access for a team member: 

Go to Settings, then open the Firm Settings tab. Find the Default Account Access section, select one or more team members from the list, then click SAVE

Giving an Employee Access to One Account

There are several ways to go about giving an employee account access:

To give an employee access, select their name while creating the account

To give an employee access to an existing account:

1. Go to Clients, then click on the client’s name in the list. You can also instantly find the client by going to the left sidebar menu on any page and entering their name in the search field.

2. Go to the Info section’s Team tab. All team members are displayed in the Team Access list. By default, account access is given to a firm owner. To give an employee access, enable the toggle next to their name. Toggle off the firm owner if needed. Each account needs to have at least one team member with access.

Giving an Employee Access to Multiple Accounts

To assign employees to lots of different accounts at one time:

1. Go to Clients, then select the checkboxes next to the accounts you want to assign to employees. To select all of the accounts, click the uppermost checkbox. 

2. Click Manage Team.  

3. You’ll see a list of the firm’s team members. For each team member, select one of the following:

  • Do nothing: The team member won’t be assigned to the accounts; however, if the team member is already assigned, they will continue to be.
  • Assign to all: The team member will be assigned to all selected accounts. 
  • Remove from all: The team member will no longer be assigned to any of the selected accounts.

4. Click ASSIGN.

Giving an Employee Access to All Accounts 

To assign an employee to all accounts:

1. Go to Settings, select Team & Plans in the menu bar, navigate to Active Team Members, then click on the employee’s name.

2. Click on the Edit Access Rights pencil icon, then toggle on View all accounts

3. Click Save. Now the employee will be able to view all of the firm’s accounts instead of being limited to only assigned ones.

Giving Employees Account Access via Pipeline Automation

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Temporary staff may require limited access to accounts. For example, a temporary employee might need to access a document uploaded to an account but only during a specific stage of the work process.

This can be easily set up and automated inside a pipeline. Here’s how:

1. Decide what stage you need the temporary employee to access client accounts. (To learn more about automations, go here.)

2. Go to the pipeline settings, then add the Update Account Access automation to the chosen stage.

The automation can configured different ways:

  • Replace Assignees to Default Users on + Add Account Access empty:
    When a job enters the stage, assigned employees become unassigned, and ones with Default Account Access are assigned to the account instead.
  • Replace Assignees to Default Users on + Add Account Access filled:
    When a job enters the stage, assigned employees become unassigned, and ones listed in the Add Account Access field are assigned to the account instead.
  • Replace Assignees to Default Users off + Add Account Access field filled:
    When a job enters the stage, assigned employees remain assigned to the account, and the ones listed in the Add Account Access field are assigned as well.
  • Replace Assignees to Default Users off + Remove Account Access filled:
    When a job enters the stage, employees listed in the Remove Account Access field become unassigned. 
  • Add Account Access filled + Remove Account Access filled:
    When a job enters the stage, employees listed in the Add Account Access field are assigned to the account, and ones listed in the Remove Account Access are unassigned.

How to See an Employee’s Accounts

Filter your account list to see which client accounts are assigned to specific employees:

1. Go to Clients, then click Filter in the top right.

2. Select the team members in the Team section, then click Apply

Accessing the History of Changes

To see who was assigned or who was removed from an account and when, view the history of changes:

1. Go to Clients, then click on the account name in the list. You can also instantly find an account by going to the left sidebar menu on any page and entering the name in the search field.

2. Go to the Info section’s Team subtab. 

Viewing Employee Account Stats

Firm Owner and Admins can check out any employee’s stats for their assigned accounts. Go to Settings, then to Team & Plan. Click on the employee’s name, then go to the Clients tab. Stats are available for an employee's current and past accounts. 

You’ll see this info:

  • ID: the account’s unique ID.
  • Name: the client’s first and last name.
  • Assigned: the date the employee was assigned to an account.
  • Invoices posted: the number of invoices posted.
  • Revenue: the total amount of invoices paid.
  • Docs uploaded: the number of documents uploaded.
  • Approved: the number of documents approved.

Removing an Employee’s Access to an Account

When an employee no longer needs to be assigned to a client, remove the account from their client list. (Or you can do it the other way around: Remove the employee from the client’s account.)

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Warning: If you need to remove access to one or more accounts from a team member with View all accounts access rights, you'll first need to toggle off that access right

To remove an account from an employee’s list of assigned clients:

  1. Go to Settings, then to Team & Plans, then click on the team member’s name and go to the Clients tab. 
  2. Click on the red delete symbol to the far right of the account name.
  3. Click Delete in the Delete Confirmation pop-up. The selected acсount is then moved to the employee’s Past tab.

To remove an employee from a client’s account:

  1. Go to Clients, then click on the account name. You can also instantly find the account by going to the left sidebar menu on any page and entering the name in the search field. Go to the Info section’s Team tab. All team members are displayedin the Team Access list.
  2. Turn off the toggle next to the employee’s name to remove their access to a client’s account. 

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Note! An account can’t be unassigned. If you remove all employees, the account automatically goes to anyone with default account access

Who Can Give an Employee Access to Accounts

A firm Owner and Admins can always give employees access rights to accounts. They also can give employees the ability to assign clients to teammates. If you’re a firm owner or admin and want someone else on the team to assign accounts, follow these steps: 

1. Go to Settings, select Team & Plans in the menu bar, navigate to Active Team Members, then click on the employee name.

2. Click on the Edit Access Rights pencil icon, then toggle Assign Teammates toggle.

3. Click SAVE.

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