Account roles explained

Table of Contents

Account roles at a glance
How account roles work
Account roles vs. system roles
Access and permissions

Assigning tasks and jobs to proper team members automatically is one of the most important steps in your workflow, ensuring the right employees start working on their assignments timely. However, if you have many employees, you can’t just add the assignee to the task/job template because when used in pipeline automations the assignee will depend not only on the type of the task but also on the client. This is where account roles come into play.

Account roles at a glance

With account roles, you can assign jobs and tasks not to the specific team member, but to the account role, such as tax preparer, consultant, bookkeeper, account manager, reviewer and so on. The list of those roles is fully customizable and can be set up at the portal level either by firm owner or admins.

Once you create account roles, you can define which team members will be responsible for which clients. For example, you may have Team Member 1 set as a Bookkeeper for some clients, while for other clients, Team Member 2 will be given this role instead.

This way, when the task/job is created, the assignee will be set based on the account role selection for the specific client account.

Note

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

How account roles work

In general, the process of using account roles is the following:

You define the account roles and add them to the portal.
You update all client accounts to include the team member(s) who perform each role for the client. This could be done in bulk.

You select roles instead of specific team members when creating tasks/jobs manually or setting up the templates.
When task or job is created with an assignee as a role (either in pipeline automations, job recurrence or via manual task/job creation), it is automatically assigned to team members allocated to these roles for particular clients.
You can view role assignment in the Accounts list, and filter it based on this information:

filter Role without assignee shows accounts where no team member holds a specific role;
filter Role with assignee shows accounts with a specific team member assigned.

Note

When a team member is added to an account using account roles, they are automatically getting access to that client account. However, they do not automatically follow the account . If a team member is later unassigned from the client account, their role assignment on the account will also be cleared.

Account roles vs. system roles

Account roles and system roles both involve team members, but they serve entirely different purposes:

Account roles (for example, tax preparer, bookkeeper, consultant) — used for task and job distribution. Account roles let you assign work to a role rather than a specific person, so that when a job or task is created, TaxDome automatically assigns it to whoever holds that role for the specific client. Account roles do not influence system roles or access rights of the particular employee.
System roles (owner, admin, employee) — determine firm-level permissions: who can manage the subscription, configure settings, and control what others can see and do across TaxDome. System roles are set by the owner and apply across the entire firm.

Access and permissions

Only firm owners and admins can create account roles and change them. However, assigning/reassigning existing roles to accounts could also be done by team members with the View all accounts (or, instead, have access to accounts where they are updating the role assignees), Manage accounts and Assign team members access rights granted .