Team (Basic): Account Access

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There are three different ways to grant employees access to accounts. You can grant them 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: Team members may be assigned to accounts without receiving notifications. Here's more on Account Followers.

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

  • View the account info
  • View and download client docs
  • View all chat 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 all of the firm’s tasks for their assigned accounts
  • Create tasks for assigned accounts
  • 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, a firm owner or admin may also want to give one or several team members automatic access to all new accounts created manually or to clients who register 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 to a new account, select their name while creating the account manually or while importing client data.

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 and click on the Edit link to the right of Account details. Add employees you want to give account access to in the Team members field. Each account needs to have at least one team member assigned to it. By default, account access is given to the firm owner. 

3. Click on the Continue button and then click Save.

Giving an employee access to multiple accounts

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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 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 to accounts, they will continue to be assigned to those accounts.
  • 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 just the ones they've been assigned.

Giving employees account access via pipeline automation

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For temporary staff, you may choose to grant 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 at what stage you need the temporary worker to access client accounts. (You can read more about automations.)

2. Go to the pipeline settings, choose the stage to which you would like to add the automation, click on the Add automations link, then choose Update account access in the pull-down menu. Choose the team member(s) from the account list.

The automation can be configured in different ways:

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

Requesting/Granting Access for the Account

If a firm employee without access to the client account clicks on any page within the client profile, they'll see a 401 error. This could happen:

  • If a team member mentions an employee in a chat thread with a client to whose account the employee doesn't have access
  • If a team member mentions an employee in a job for a client to whose account the employee doesn't have access or in a job that is located inside the pipeline that is not available to the employee

To request access to a client account and/or to the pipeline, an employee needs to click Request access either in the Inbox+ notification or on the error page.

Firm owner and employees with permission to assign teammates will be notified via Inbox+. Once they click on a Grant Access link in the Inbox+ notification, the employee will be given access.

Viewing 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.

Viewing employee account stats

Firm owner and admins can view any employee’s stats for their assigned accounts. These stats can be found in the Pending client activity widget on the Insights page. 

This widget displays invoices, organizers, signatures, contracts and approvals awaiting action from the client for a specific employee. 

If you want to track client activity for two or more team members, you can add as many Pending client activity widgets as you need. Here's more about the Pending client activity widget.

Another way to view account stats is the Employee's Current Clients page. To find it, go to Settings, then to Team & Plan. Click on the employee name, then go to the Clients tab. Stats are available for that 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 for the invoices paid
  • Docs uploaded: the number of documents uploaded
  • Approved: the number of documents approved

Removing employee access to an account

Say you have a personal account in your firm and don't want other team members to see it. Or you have some changes in the roles and duties of your employees and don't want all of them to have access to all accounts.

You can remove employees from any client account. (Or you can do it the other way around: remove accounts from an employee's list of assigned clients.) Please check out the options below.

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Warning: If you have employees with View all accounts access right turned on, you'll first need to toggle off that access right. However, this doesn't work for your admins, as they always have access to all accounts.

To remove employees from a client account:

  1. Go to the Info section of the client's profile and click on the Edit link to the right from Account details. All employees with account access are displayed in the Team members field.
  2. Click on × to the right from a team member to remove their access to a client account.
  3. Click on the Continue button and then click Save.

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

You can also 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 account is then moved to the employee’s Past tab.

Who can grant employee access to accounts

Firm owner and admins can always give employees access rights to accounts. They also can give employees the ability to assign clients to team members. 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 turn on Assign teammates toggle.

3. Click Save.

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