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Who works on what

Assign your accountants to clients, choose the role each one has in a client's books, name the person responsible and plan holiday cover with dated assignments.

For Verasol 2.12·4 min read

An accountant reaches a client in one of two ways: by the rule of their firm role (firm admins reach every client, partners the clients of their office) or by an assignment. Most of your staff work through assignments. An assignment says who works on a client, with which role in its books, from when and until when, and who is the person responsible for that client.

Firm admins assign staff to every client and partners to the clients of their office. A manager can assign accountants, junior accountants and viewers on the clients they lead.

See who works on which client#

Open Firm › Who works on what (the page is called Assignments). Each row is a client, each column a staff member, and each cell shows that person's role in that client.

Who works on what: one row per client, one column per staff member

The colours in the legend above the table say why a person has access:

  • Firm owner: the firm owner, owner of every client.
  • 2 By firm rule: their firm role reaches this client.
  • 3 Assigned: an assignment gives the access.
  • Own access: access the person had before the firm managed it.
  • 4 Excluded: the person is kept away from this client (an ethical wall, see Client companies).

1 Assign several gives several people the same role in several clients at once (see below). A star marks the client's primary person. An hourglass marks an assignment that is not in force today (it starts later or has ended). Click a client's name to see everyone who can open it. Search by client name, client code or TRN, or filter by Office.

Assign someone to a client#

  1. Click the cell where the client's row and the person's column meet. You can also click Assign to a client on the client's access page or on the person's page, or Assign next to a company without an accountant on the Overview.
  2. Choose the Role in this client. The line under it shows which areas of the books the role works in.
  3. Choose the Engagement role: Engagement partner, Engagement manager, Preparer, Reviewer or Viewer, or None. It records the person's part in the engagement; the role in the client decides what they can do.
  4. Tick Primary (the person responsible for this client) for the one person in charge. A client has one primary person: ticking it for someone else replaces the current one.
  5. For a temporary assignment, such as holiday cover, enter the From and Until dates. Leave them empty for an open assignment.
  6. Add a Note if useful, and click Save.
An assignment: the role in the client, the engagement role, the primary person and the dates

1 Role in this client, 2 Engagement role, 3 Primary (the person responsible for this client), 4 From and Until, 5 Save.

The person can open the client at once (or on the From date), and the change is recorded in the audit trail. Dated assignments start and end by themselves.

To change an assignment, click the person's cell again. Remove assignment takes it away; the person loses the access it gave them today.

Assign several people at once#

When a team takes on several clients, click Assign several at the top of the page.

Assign several people to several clients in one go
  1. Under 1 People, tick the staff members.
  2. Under 2 Clients (this page), tick the clients. The list shows the clients on the current page of the table, so filter by office or search first if you need to.
  3. Choose the 3 Role in this client and, if you like, the Engagement role.
  4. Click 4 Assign. To take the same people off those clients, click Remove these assignments instead.

Each person and client pair is checked on its own. The result says how many assignments were added, changed, removed and refused, with the reason for each refusal.

The role in a client#

The role decides what the person can see and do in that client's books. The standard roles are Owner, Engagement manager, Accountant, Junior accountant, Employee and Viewer (read only), and your firm can add its own (see Roles inside a client). Choose the narrowest role that lets the person do their work: a junior accountant, for example, can look at payments but not record them and has no payroll or HR by default, and a viewer changes nothing.