Assigning Staff Members to Clients
You can link a client to one or more users (assign a staff member to the client) so they are responsible for following up with that client: they can see the client’s details and add invoices, notes and appointments for them, according to their permissions. This guide explains how to assign staff to one client or to several clients at once, the permissions you need, and what the assignment does.
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Note: Before you start, activate the Client Follow-Up app from the Apps Manager, and make sure the account has at least one user or staff member other than the owner.
Contents
Assign a staff member or several staff members to a client
- Click Clients in the main menu, then Manage Clients.
- Open the client you want.
- On the client page, click More Actions and choose Assign to Staff Member.
- In the Assign Client to Staff window, click the field and select the staff member(s) (users) you want to link to the client.
- Click Save. The message The client has been assigned to the selected staff member(s) appears.
The names of the assigned staff appear on the client page next to Assigned To.
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Note: Saving replaces the whole list of assigned staff. To add a new staff member while keeping the current ones, leave the current ones selected in the window.
Assign staff to several clients at once
- In Manage Clients, select the clients using the checkboxes.
- From the actions, choose Assign to staff members.
- Select the staff, then confirm (Assign). The message Employees assigned successfully to the selected clients appears.
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Warning: Bulk assignment replaces the assigned staff of every selected client. If you don’t select any staff member, the assignment is removed from all the selected clients.
Automatic assignment to whoever added the client
When a user (other than the owner) adds a new client or imports clients, they are automatically assigned to those clients, so you don’t need to link the clients to the user who added them.
Unassign
- On the client page, click the (×) next to the staff member’s name under Assigned To. The message The client is no longer assigned to this staff member appears.
- Or open Assign to Staff, deselect the staff member, and save.
What does the assignment let the user do?
| Action | Available to the assigned user if they have the permission |
|---|---|
| See the client in the list, open their page and view their statement | View His Own Clients (without the View All Clients permission). |
| Edit or delete the client’s details | Edit & Delete His Clients. |
| Add invoices, estimates or sales orders for the client | The add permissions for his own clients only, such as Add New Estimates to His Own Clients and Add New Sales Order To His Own Clients. |
| Add and view notes, attachments and appointments | Add Notes / Attachments / Appointments for His Assigned Clients and View All Notes / Attachments / Appointments for His Assigned Clients. |
- The user receives an in-app notification: (staff name) assigned to you the client (client name) to follow up with him.
- A user with View All Clients sees every client, assigned or not. The assignment only makes a difference for users who have View His Clients only.
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Important: The assignment does not show the user invoices for the client that someone else created. Invoice visibility depends on who created the invoice or who the invoice’s sales person is, or on having the permission to view all invoices.
Required permissions
| Who | Permission |
|---|---|
| The person doing the assignment | Assign Clients to Users. |
| The assigned user, to see only their own clients | View His Own Clients (not View All Clients). |
| The assigned user, to edit their clients | Edit & Delete His Clients. |
Set these from Roles.
View the clients of a specific staff member
In Manage Clients, use the Assigned To filter and choose the staff member to see all the clients assigned to them. The filter is shown to users who have permission to view all clients.
Notes
- You can assign both users (who can log in to the system) and staff members (who can’t log in), but the permissions and client visibility only matter for users.
- Only active staff members appear in the list. The account owner doesn’t appear, because the owner sees all clients.
- You can’t assign a staff member to the default POS client.
FAQ
How do I link a client to a user?
From the client page → More Actions → Assign to Staff Member → select the user → Save. Details.
The Assign to Staff button doesn’t appear?
Make sure the Client Follow-Up app is active, that the account has a user or staff member, and that you have the Assign Clients to Users permission.
I assigned a client to a user, but they can’t see it?
Add the View His Own (created) Clients permission to their role, and make sure the Client Follow-Up app is active.
I want each user to see only their own clients?
Give the roles the View His Own (created) Clients permission instead of View All Clients, and assign each user their clients.
Can I assign more than one staff member to the same client?
Yes. Select more than one staff member in the assignment window.