When you reassign a role on the Client Roles page, open tasks do not automatically follow. Update Tasks to Match Roles closes that gap - it finds all open tasks that were originally assigned through a role and moves them to whoever currently holds that role.
This works for two common scenarios:
Role reassignment - a team member changes clients, goes on leave, or leaves the firm. Reassign the role, then trigger this action to move all their open tasks to the new role holder in one go.
Onboarding - schedules were already active and tasks had generated before roles were assigned, so those tasks are sitting unassigned. Once you have assigned users to roles, use this action to claim them all at once without having to work out which task belongs to which role.
Example: User 1 was the Bookkeeper for Client A with 20 open tasks. You have now assigned User 2 as the Bookkeeper. Run Update Tasks to Match Roles - all 20 tasks move to User 2 automatically.
To trigger Update Tasks to Match Roles:
Navigate to Settings
Under Clients, click on Client Roles
Update the role(s) as needed
See how to hereClick the Actions menu (zig zag icon) in the top right corner
Select Update Tasks to Match Roles from the dropdown menu
Choose which clients to apply the change to
Choosing which clients to apply to
The first step lets you choose scope:
All clients - applies to every client in your list
Select specific clients - tick the clients you want to include. Use the search bar to find clients quickly.
Reviewing before you apply
Before anything changes, it will show you a preview of how many tasks, XBerts, and clients will be affected.
Review the counts, then click Apply Changes to proceed.
What gets updated - and what does not
Only tasks and XBerts that were originally assigned via a role are updated.
If a task was manually reassigned to a specific person at any point, it is left untouched.
Note: Completed and cancelled tasks are not affected.
Changing a role on a schedule
Changing the role on a schedule now applies these same rules automatically. You do not need to run Update Tasks to Match Roles afterwards.
Tasks you have manually assigned to a specific person are left alone.
Tasks assigned through a status stay with that status's person.
Everything else moves to whoever holds the schedule's new role.
If nobody holds that role, the tasks move to the client's Default Role for Unassigned, or stay unassigned if that has not been set.
If a schedule is pinned to a specific person rather than a role, its tasks still move when you change that person.
After applying
XBert will show a summary of how many tasks and XBerts were updated and across how many clients.