Assigning & Removing Team Members to a Client Account

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By Mary Cooper

updated about 2 months ago

To grant a team member access to a client’s details, you must assign them to the client's account. Learn how to see accounts assigned to team members, to get access to a client’s statistics for every team member, and to find out who was responsible for a client's account at a particular time.

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Who Can Assign a Team Member

Firm owner always has the right to assign team members to an account. If you want to give this right to your trusted team member, follow these steps:

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

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

3. Click SAVE.


Assigning Team Members to an Account

Once the team member is assigned to the client's account, they can view and edit the client’s info, upload documents, create bills, send messages, create notes, view linked contacts, etc. They also receive notifications on activity in the client account. 

By default, accounts are assigned to a firm owner. However, there are plenty of ways to assign another team member(s) to an account:

  • By setting a default assignee
  • While creating a new account
  • Later at any time by editing the existing account

To automatically assign a team member to all new unassigned accounts, go to Settings, then open your Firm Settings tab. Find the Default Assignees section, select team member(s) from the list, then click SAVE

To grant a team member access to a new account, select them from the list when you're creating it

To assign a team member to an existing account:

1. Go to Clients, then click on the client's name in the list. You can also instantly search for client's account from the Sidebar of any page by entering their name. 

2. Go to the Info section's Team tab. You will see all of your employees in the Team Access list. If you are the owner of the firm, you will now see yourself as the assignee. Turn on the toggle next to the team member to grant him/her access to a client's account, or turn off the toggle to remove yourself. Each client's account should have at least one team member assigned.

Bulk Assigning Team Members to Accounts

When you need to assign team members to multiple accounts, you can do it in bulk instead of navigating to your clients' profiles one by one. To assign one or multiple team members to multiple accounts:

1. Go to Clients, then select the check boxes next to the relevant accounts. To select all accounts, select the checkbox at the top of the table. 

2. Click on the MANAGE TEAM button.  

3. You will be presented with your team members list. For each team member, you can select either:

  • Do nothing: The team member will not be assigned to any accounts. If an account already has this team member assigned it will remain at its current place.
  • Assign to all: The team member will be assigned to all selected accounts
  • Remove from all: If any of the selected accounts already have this team member assigned it will be removed.

4. Click ASSIGN.

How to See Accounts Assigned to Specific Team Members

You can filter your account list to see the client accounts assigned to specific team members. To do so:

1. Go to Clients, then click on the Filter button.

2. Select team members' names in the Team section, then click on Apply. You can select as many employees as you need. 

You will see the list of all client accounts assigned to the selected team members.

Accessing History of Changes

It’s important to know who was responsible for an account at a particular time. That’s why the system stores a history of changes. You can always find out when an accountant was assigned to a client's account and when he/she was removed. 

To explore the history of changes: 

1. Go to Clients, then click on the account name in the list. You can also instantly search for client's account from the Sidebar of any page by entering their name.

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

Exploring Clients per Employee Stats

As a firm owner, you can explore an account statistics for every team member. Go to Settings, then to Team & Plan, then click on the team member's name in the list and navigate to the Clients tab. Statistics are available separately for both current accounts and past accounts. 

The following information is available here:

  • ID. The account's unique ID.
  • Name.  The client’s first and last names.
  • Assigned. The date the account was assigned to the team member.
  • Bills posted. The number of bills posted for each account.
  • Revenue. The amount of bills paid for each account.
  • Docs uploaded. The number of documents uploaded for each account.
  • Approved. The number of documents approved for each account.

Removing a Client Account from a Team Member

To remove a client's account from a team member, you can use the Manage Team feature in the Account list. You can also do this either from the team member's profile or from the client's account profile.

Note that account can't be unassigned. If you removing a team member from the account and the account doesn't have any other team members assigned, it will be automatically assigned to the default assignee(s).

To remove a client's account from a team member's profile:

  1. Go to Settings, then to Team & Plans, then click on the team member's name in the list and navigate to the Clients tab. 
  2. Click on the red cross icon next to the account.
  3. Click on the YES, REMOVE button in the Client Remove Confirmation pop-up. The selected acсount is automatically moved to the Past tab.

To remove a team member from a client's account:

  1. Go to Clients, then click on the account name in the list. You can also instantly search the accounts from the Sidebar
  2. Go to the Info section's Team tab. You will see all of your employees in the Team Access list.
  3. Turn off the toggle next to the team member's name to remove their access to a client's account. Note that each client's account should have at least one team member assigned.


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