Setting Up Client Teams

A client team is the specific group of firm users assigned to work on an individual client. It controls two things: access and accountability. Only users on a client's team can see that client's data. And each member is assigned a job role for that client, making it clear who handles what.

Client teams are set at the individual client level — each client has their own team, independent of other clients. This is intentional: it lets you give staff access to only the clients they actually support, rather than opening up an advisor's entire book of business.

How Access Works: Firm Teams vs. Client Teams

	Firm Team	Client Team
What it is	The advisor's overarching team — exists at the firm level	A team specific to one client — set on each client record
Who it's for	Advisors, partners, and admins who need broad visibility	Individual contributors who support specific clients only
Access granted	All clients in that advisor's book of business	That one client's workflows, documents, notes, and data
Set up	Managed in firm/team settings	Managed on the client's profile page

💡 Note: The advisor assigned to a client's firm team is always automatically added to that client's team. You never need to manually add the advisor — it happens by default.Step-by-Step

Step 1: Find the Client Team widget on an existing client

The client team is managed from the client's profile page, not from firm settings.

Go to the client list and click into the client you want to set up.
Open the Client Profile tab.
On the right-hand side, you'll see the Client Team widget.
The assigned advisor will already be listed here — this is added automatically based on which firm team the client belongs to.

💡 Note: Every client will show their advisor here by default. This is the only team member who is added automatically — everyone else must be added manually.

Step 2: Add team members to an existing client

Once you've located the Client Team widget, adding team members takes just a few clicks.

Click Add Team Member in the Client Team widget.
Search for the firm user you want to add.
Select their job role for this client from the dropdown (e.g. Bookkeeper, Tax Manager, Accountant). This reflects the role they serve for this specific client — a user can hold different roles across different clients.
Click Save. That user now has access to this client's data and is assigned their role.
Repeat for each team member you want to add. There is no limit on team size.

💡 Note: Adding someone to a client team gives them access to that client only — not to any other clients in the advisor's book. This is the key difference from being on a firm-level team.

Step 3: Set up a client team during new client creation

When creating a new client, you have the option to set up the client team as part of the creation flow — but it's not required.

In the Create Client flow, you'll see a Client Team section toward the end of the form.
The advisor will be listed automatically once you select which firm team the client belongs to — no action needed for that.
If you know who will be working on this client, add them now by selecting their name and assigning a role.
If you're not sure yet — for example, if this is a prospective client who hasn't signed — skip this step. You can always come back and add the team later from the client's profile.
Click Create. If team members were added, they'll have access to the client immediately.

💡 Note: For prospective clients, it's usually fine to leave the team as just the advisor until the client converts. Build out the full team once the engagement is confirmed.[IMAGE: step3-team-during-client-creation.png]

Step 4: Backfill client teams for existing clients

If you have existing clients who don't have a client team set up yet, the process is the same as adding members to any other client — just work through your client list.

Go into each existing client's profile and open the Client Team widget.
Add the relevant team members and assign their roles, as described in Step 2.
Prioritize active clients where multiple staff members are already doing work — getting these set up first ensures the right people have access right away.

💡 Note: Until a staff member is added to a client's team, they won't be able to see that client's data — even if they're currently working on it. If you remove someone from a firm-level team before their individual client teams are set up, they'll lose access immediately. Backfill client teams first.

Step 5: Understand what's coming — group-level teams

Right now, client teams are set one client at a time. If a staff member works across a client group — for example, an individual and their business entity — you'll need to add them to each client's team separately.

Client teams are currently one-to-one with each client record, not at the group level.
A future update will allow you to assign a team at the client group level and have it apply to all members of that group automatically.
For now, when setting up teams for grouped clients, work through each client in the group individually and assign the same team members to each.

💡 Note: This is a known limitation and is on the roadmap. For grouped clients, the extra few steps now will save time once group-level team assignment is available.

Quick Reference

Scenario	What to do
Adding a team member to an existing client	Client Profile tab → Client Team widget → Add Team Member → select user → assign role → Save.
The advisor isn't showing on the client team	Check that the client is assigned to the correct firm team. The advisor of that team is added automatically.
A staff member can't see a client	Add them to that client's team via the Client Team widget. Being on the firm team is not enough if client teams are in use.
Setting up teams for a new client	Optional during creation — add members in the Client Team section of the Create Client flow, or do it later from the profile.
A prospective client — should I set up their team?	Advisor is added automatically. Hold off on adding other staff until the prospect converts and the engagement is confirmed.
Staff member needs access to a grouped client	Set the client team on each client in the group individually — group-level team assignment is coming in a future update.
Who should stay on the firm-level team?	Advisors (automatic), partners who need full book visibility, and admins who work across all clients. Individual contributors should use client teams instead.
Removing someone from a firm team	Set up their individual client teams first. Removing them from the firm team without client team assignments will cut off their access immediately.