Add and allocate account roles

Las asignaciones de tareas y trabajo pueden ser agotadoras, especialmente si hay más de tres personas en un equipo. Por eso deberías plantearte utilizar roles de cuenta en su lugar. A continuación, descubre cómo configurar funciones de cuenta en tu portal y, así, simplificar las asignaciones de tareas/trabajo .

Funciones de las cuentas, explicadas

Assigning tasks/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.

Con los roles de cuenta, puedes asignar trabajos y tareas no al miembro concreto del equipo, sino al rol de cuenta, como preparador de impuestos, asesor, contable, gestor de cuentas, revisor, etc. La lista de estos roles es totalmente personalizable y puede ser configurada a nivel del portal por empresa Propietario de la Empresa o por los administradores.

Una vez creados los roles de cuenta, puedes definir qué miembros del equipo serán responsables de qué clientes. Por ejemplo, puedes tener al miembro del equipo 1 configurado como Contable para algunos clientes, mientras que para otros clientes, el miembro del equipo 2 tendrá este rol en su lugar. 

De esta forma, cuando se cree la trabajo , el asignado a se establecerá en función de la selección del rol de cuenta para la cuenta de cliente específica. 

En general, el proceso de utilización de los roles de cuenta es el siguiente:

1. You define the account roles and add them to the portal.

   

2. You update all client accounts to include the team member(s) who perform each role for the client. This could be done in bulk.

3. You select roles instead of specific team members when creating tasks/jobs manually or setting up the templates.

   

4. 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.

   

5. 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.

  

Account roles are designed to help distribute tasks by providing visibility into who is responsible for what. However, it’s important to note that account roles do not influence system roles , such as admin or employee. Also, they do not influence access rights of the particular employee.

Nota

When a team member is added to an account using account roles, they are automatically getting access to that client account. If a team member is later unassigned from the client account, their role assignment on the account will also be cleared.

Paso 1. Añade funciones a la cuenta

Para empezar a utilizar los roles de cuenta, primero tienes que definir qué roles de cuenta vas a necesitar y añadirlos a tu portal. Puedes utilizar cualquiera de las dos formas de añadirlas:

• From settings: Go to Settings > Team & plans and switch to the Roles tab. Click New role or Create role. Enter the role name and click Save.

  

• From client accounts: Open a client account and switch to the Info tab. In the Account roles section, click Create role. Enter the role name and click Save. This role will be available for all client accounts.

• From the bulk action sidebar: Go to Clients > Accounts from the sidebar menu and select several or all accounts in the list. Click More actions and select Manage roles. In the bulk role assignment sidebar, click New role. Enter the role name and click Save. This role will be available for all client accounts.

Paso 2. Asigna a los miembros del equipo funciones para cada cliente

Once you have your account roles created, you need to allocate team members to roles for each client. A single team member can be assigned different roles depending on the client, one team member can hold multiple roles simultaneously, and several team members can be allocated to one role. You can do it for each client individually or in bulk:

• Individually: Open the client account and switch to the Info tab. In the Account roles section, select one or more team members to assign to specific roles. 

  

• In bulk: If you need to add account roles to many clients at once (e.g., you want to start using this feature with an existing client base), you can do it in bulk from the Accounts page or use the import tool (see below).

Asigna miembros del equipo a funciones en bloque desde la página Cuentas

To set up the same team member roles for several existing accounts at once :

1. Go to Clients > Accounts from the sidebar menu. Select checkboxes next to the accounts you want to update. The fastest way to do this is to apply an appropriate filter to the account list and select the Select All checkbox. If you don’t have an appropriate filter, just select clients manually.

2. Click More actions above the list and select Manage roles.

3. In the sidebar, select Assign roles in the Actions column for each team member to whom you want to assign roles. Then, select the roles to assign and click Done. Once ready, click Save. You will receive an email when the roles are updated.

Asigna miembros del equipo a funciones de forma masiva mediante la herramienta de importación

This method is a huge time-saver as you can allocate team members to roles in bulk, both to your new and existing accounts.  For adding roles to new accounts, follow the common import procedure and make sure to include a column for each account role. 

If you want to allocate team members to roles for your existing accounts, follow these steps: 1. First, export all your accounts. To do this, go to  Clients > Accounts from the sidebar menu, then click the export icon. You will receive an email with the download link.

2. Open the exported CSV file and delete all columns from the spreadsheet except for the account name column. 

   

   Nota

   Ensure you don’t have any columns related to contacts. This way, bulk import steps won’t modify contact toggles or other contact-related settings

3. Add columns for each account role you want to add, fill in the data, and then save the file. Note the following:

• Comprueba si las columnas de roles de cuenta se corresponden con los roles de cuenta del sistema (de esta forma, las columnas se mapearán automáticamente).

• Check the team members’ names twice. If there is a non-existent employee in the spreadsheet, it will not be allocated to the role.

  

4. Upload the spreadsheet to TaxDome by clicking the Import button on the Clients > Accounts page.

   

5. For the  Account type, select Ignore, so that this field is not updated.

   

6. Select the  Role account field for each account role column. If the column titles in your spreadsheet match the account roles in the system, it will be mapped automatically.

   

7. Skip the other steps of the import. Make sure to select Ignore for all contact fields.

   

8. Click  Start Import on the last step. No new accounts or contacts will be created. Instead, the team members will be allocated to account roles in your existing client accounts.

   

9. Check the allocated team members in clients’ accounts. 

   

Paso 3. Empieza a utilizar los roles de cuenta en tu flujo de trabajo

Una vez que tengas los roles de cuenta creados y los miembros del equipo asignados a ellos para cada cliente, puedes empezar a utilizarlos en tu flujo de trabajo:

• Puedes tener roles asignados en plantillas de tareas y utilizarlos para automatizaciones de proyecto . 

• Puedes tener asignados roles en tus plantillas de trabajo y utilizarlos al crear recurrencias de trabajo . 

• O puedes utilizar roles al crear elementos individuales, basados o no en las plantillas. 

  To learn more, go the detailed article on using account roles in your workflow.

¿Quién puede hacerlo?

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 .

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