Access & Assignees Guide

Managing tons of tasks among many team members can quickly get confusing. Assigning clients, tasks, jobs, account roles and invoices to specific team members helps firm owners and admin stay in the know about who is doing what—and who to go to when questions come up. Learn all about making team members assignees.

Give account access

Team members are limited on TaxDome until they’re actually assigned to an account. Once they are, they can view and edit client information, upload documents, create invoices, send messages, create notes, view linked contacts—and more. For more details, go here .

Only a firm owner or admin can give team members access to accounts. There are various ways:

• Give team members default access (that is, access to all accounts).
• Assign team members to specific accounts.
• Assign team members while creating or importing accounts.
• Bulk-assign team members to existing accounts.
• Use pipeline automations to give team members temporary access to accounts.

For more, go here .

Follow accounts

When team members follow an account, they receive notifications about the account’s activity (whether they’re assigned to the account or not). For more details, go here .

To learn how to add and delete account followers, go to the detailed article .

Assign chat/email/SMS threads

Thread assignment helps your team manage client communications by designating who’s responsible for each email, chat, or SMS conversation. When you assign a thread to a team member, they become responsible for handling that specific conversation with the client.

Every team member can easily access all threads they are responsible for by going to Communications > Threads assigned to me.

Learn more about thread assignment in the dedicated article .

Tip

Thread assignment is independent of who sends the message. For example, a message can be sent from a job assignee while the thread is assigned to a different team member for follow-up management.

Define account roles

Account roles simplify task and job assignments by letting you assign work to roles (like “Tax Preparer” or “Bookkeeper”) rather than specific team members. This is especially useful when you have multiple team members who can perform the same type of work, or when different team members handle the same role for different clients.

To use them, you need to create custom roles you are using, then assign team members to specific roles for each client. After that you will be able to use roles as assignees in your templates and automations. You can assign roles when creating individual tasks/jobs, in task templates for pipeline automations, or in job templates for recurrences. When tasks or jobs are created, they’re automatically assigned to whoever has that role for the specific client.

Learn more about creating, assigning account roles and using them in your workflow in the dedicated article .

Note

Account roles are for workflow automation only and don’t affect team members’ access rights .

Give pipeline access

Team members are given access to pipelines in the pipeline settings window’s Available to section (below) rather than assigned to them.

The following happens when a team member is added to the Edit pipeline window’s Available to field:

• They see the pipeline on their Workflow > Pipelines page.

• They can add, edit and move jobs from stage to stage for their assigned accounts.

• They have access to the Workflow section, where they can see and access all pipelines and jobs for their assigned accounts.

Note

To be able to see the account’s jobs in a pipeline, a team member needs to have access both to the pipeline and to the account. There’s a quick way to give them access: just @mention them in a job comment. They will get a notification in their Inbox+, whether they have access or not, and will be able to request access. Once granted, they will have access both to the account and to the pipeline.

Select job assignees

Having job assignees helps you see who is responsible for a specific job within a pipeline. When you assign a team member to a job, you essentially say, “This person is responsible for this client’s work.” 

In pipelines, you can use job assignees to automate sending personalized messages and assigning tasks. You can also set up an automation that will update job assignees.

Learn more about ways to select job assignees and use them in your workflow in the dedicated article .

Select task assignees

Assign as many team members to one task as needed inside the Task window’s Assignees field (below).

If a task is linked to a job, the assignee can be easily changed inside the job at any time. Go here for the details.

Toggle on Assign task to job assignee inside the Create Task automation when editing pipeline stages so that the job and task assignee are the same person.

Team members can see their tasks on one page by navigating to  Workflow > Tasks from the left menu bar. They don’t need access to the accounts or pipelines the tasks are for to view and edit them.

Tip

The pipeline automation allows you to create tasks for specific team members, giving them temporary access to accounts. For example, a stage in a pipeline might include a task for a specific team member. To learn more, go here.

Select invoice assignees

The team member assigned to an invoice gets credit for having performed the services it includes. By default, the person who creates the invoice is assigned to it. For more details, go here . 

A firm owner, admin, or team member with Manage invoices and Assign teammates access can change the assignee.

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