Automated Task Assignment by Job Role

Overview

This feature works across three areas: firm settings (job roles), workflow templates (role-based task assignment), and client records (client teams). Set each up once and the system automatically assigns tasks to the right person whenever a workflow is started.

Step 1: Define job roles for your firm

Go to Firm Settings and locate the Job Roles widget.
Click Edit to add, remove, or update roles (e.g. Accountant, Admin, Bookkeeper, Tax Manager).
Type a role name and press Enter to add it, then click Save.
Job roles should reflect the actual positions at your firm — set these once and only update if something changes.

💡 Note: Advisor is a default job role and behaves slightly differently — the advisor assigned to a client's team is always inherited automatically. You do not need to manually assign the Advisor role to each client.

Step 2: Assign job roles to users

In Firm Settings, navigate to your Users list.
Click into a user and select Edit to assign or update their job role.
The job role dropdown will match the roles you defined in Step 1.
Click Save to confirm. You can also assign roles directly when adding someone to a client team, which is often more efficient.

💡 Note: You don't have to assign roles to all users upfront — assigning them as you build out client teams works just as well.Phase 2 — Update Workflow Templates

Step 3: Assign job roles to tasks in workflow templates

Go to Manage Workflows and open an existing template, or create a new one.
When adding a team task, you'll now see an Assigned To column.
Select the job role responsible for that task (e.g. assign "Request docs from client" to Bookkeeper; assign "Review financials" to Advisor).
Save the template. Role assignments can vary task-by-task within the same template.
Repeat for each workflow template you want to use role-based assignment.

💡 Note: Each task within a template can be assigned to a different role. Think about who at the firm is responsible for each step, not just who's available.Phase 3 — Set Up Client Teams

Step 4: Add a client team when creating a new client

In the Create Client flow, you'll see new fields including Client Status (Prospective or Current) and Client Team.
Under Client Team, add each team member and assign their job role for this client.
The advisor will be automatically inherited from the team assigned — you do not need to add them manually.
Optionally, assign the client to an existing Client Group or create a new one.
Click Create to save. The client team is visible on the Client Profile tab.

💡 Note: Setting the client team at creation is optional, but recommended. You can always add or update team members later from the client's profile.

Step 5: Add a client team to an existing client

Navigate to the client's record and open the Client Profile tab.
Locate the Client Team widget and add team members, assigning each a job role.
The advisor will always have access automatically — focus on adding other roles (bookkeeper, tax manager, etc.).
Only users on the client team will have access to that client's information, workflows, documents, and notes.

💡 Note: Before removing staff from your firm-level team, make sure their client teams are set up first. Removing someone from the firm team without adding them to individual client teams will cut off their access immediately.Phase 4 — Start a Workflow and See Auto-Assignment in Action

Step 6: Start a workflow — tasks auto-assign by role

Go to the client's Engagements and start a workflow using a template that has job roles assigned.
When you select the template, the system looks up who holds each role on that client's team.
Tasks are automatically assigned to the right person — no manual selection needed.
This works for both single-client and bulk workflow creation.
Assigned tasks will appear in each team member's Task view under the Engagements page.

💡 Note: If a client doesn't have someone assigned to a role that a task requires, the task will show the role name rather than a person until the client team is updated.Quick Reference

Concept	What to know
Job Roles	Defined at the firm level in Settings. Set once, used across all clients and templates. Advisor is a special default role — always inherited automatically.
Workflow Template Assignment	Assign a job role (not a person) to each task in a template. When the workflow runs, the system matches the role to whoever holds it on that client's team.
Client Team	The specific people assigned to work on an individual client. Drives both task assignment and data access. Set up during client creation or from the Client Profile tab.
Firm Team vs. Client Team	Firm team = an advisor's full book of business (broad access). Client team = specific staff for one client (scoped access). Use client teams for individual contributors; firm teams for advisors and firm-wide roles like Admin.
Bulk Workflows	Auto-assignment works for bulk workflow creation too. Tasks will display the role name initially, then resolve to the assigned person behind the scenes.
Access Control	Only client team members can see that client's data. Remove staff from firm teams carefully — set up client teams first to avoid loss of access.