Manage Team (Basic): Account Access
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There are so many options to grant employees access to accounts. You can grant them default access to all accounts, assign them to only selected accounts, assign them to accounts at specific job stages by using our pipeline automation, and more.
Covered here:
- Account access, explained
- Default account access, explained
- Giving an employee access
- Viewing an employee’s accounts
- Viewing employee account stats
- Removing employee access from an account
- Who can grant employee access to an account
Account access, explained
At least one team member should have access to the client account. When the team members is assigned, 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 SMS threads for their assigned accounts and send SMS
- 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.
Firm members assigned to the account also receive notifications about all account activity.
Note: Team members may be assigned to accounts without receiving notifications. Here's more on Account Followers.
Default account access, explained
Default account access means that a team member is automatically assigned to all newly created accounts.
A firm owner has default account access. However, it's possible to give default account access to any team members.
To set up default account access for a team member:
Go to Settings > Firm settings from the left menu bar. Find the Default Account Access section, select one or more team members from the list, then click SAVE.
Giving an employee access
There are several ways to go about giving an employee account access:
- By setting them up with default account access
- While creating a new account
- By editing an existing account at any point
- By using the manage team access feature at any point
- Assigning team members while importing
- By using a pipeline automation
- By giving them an access right to view all accounts
Giving access to a specific account
To give an employee access to a new account, select their name while creating the account.
To give an employee access to an existing account:
1. Go to Clients > Accounts from the left menu bar, 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.
Managing team access in bulk
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To assign employees to lots of different accounts at one time:
1. Go to Clients > Accounts from the left menu bar, 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.
Assigning team members while importing
Importing client accounts gives you two options for assigning team members:
- Define which team members should be assigned to every account - to do so, you need to include team members in your spreadsheet.
- Assign team members during import -- this way, you will be able to assign the same team members to all imported clients.
Include team members in your spreadsheet
This method is a huge time-saver as you can assign different team members to different accounts.
1. While preparing a CSV file for importing, add the Team members column and include the appropriate team members. If you want several team members to be assigned to one account separate names by comma.
2. Start the import process. On the second step of importing (map accounts), the Team members column of your CSV will be automatically mapped with TaxDome property.
If not, please check the naming of your column in the spreadsheet and start the import again.
That's it! When the import is completed, you will have your team members assigned to specified accounts.
Attention! Please check the team members' names twice. If there is a non-existent employee in the spreadsheet the corresponding account will not be created.
Assign team members during import
If you don't want to add team members to your spreadsheet, you still can assign them to accounts while you import. To do so:
Start the import process. On the third step of importing (settings), select the team members you want to assign to the accounts you are moving to TaxDome.
Note! The team members you select will be assigned to all imported accounts, so if you want to use different team members for different accounts, it's better either to include team members in your spreadsheet or change the assignees in bulk after the import is completed.
Giving employees temporary 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.
Giving an employee access to all accounts
To assign an employee to all accounts (both existing and the ones that will be added in the future):
1. Go to Settings > Team & Plans from the left 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.
Viewing an employee’s accounts
Filter your account list to see which client accounts are assigned to specific employees:
1. Go to Clients > Accounts from the left menu bar, then click Filter.
2. Select the team members in the Team section.
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, proposals 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 > Team & Plans from the left menu bar. 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.
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:
- 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.
- Click on × to the right from a team member to remove their access to a client account.
- Click on the Continue button and then click Save.
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:
- Go to Settings > Team & Plans from the left menu bar, then click on the team member’s name and go to the Clients tab.
- Click on the red delete symbol to the far right of the account name.
- 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 > Team & Plans from the left 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.
