👥 Assigning a Job to Multiple Users with Task Groups

Last Updated: August 2026

Manage handoffs and improve accountability across your team.

Client Hub makes it easy to divide a job between multiple team members using Task Groups. Each group can be assigned to a different user — allowing for clear role-based workflows, built-in handoffs, and structured progress tracking.

✅ How to Assign a Job to Multiple Users

1. Create or open a Job in the client's Internal Workspace
2. Assign the Job to the person responsible for the first Task Group

📝 Note: This is the setting for the Job Owner when setting up repeat jobs. This person will own the job until their assigned tasks are complete.

3. Click into the Task Group title area (e.g., "First group") and use the dropdown to assign the group to a team member
4. Add tasks and/or client tasks to that group

➕ Add Another Task Group

1. Click + Group at the bottom of the job task list
2. Give the new group a name and assign it to a different user
3. Add the next set of tasks for that user

🎯 Assigning a Status to Each Task Group

1. In the Task Group header, next to the assignee and due date controls, click the status dropdown.
2. Select the Active status that reflects this group's stage in your firm's workflow (for example, In Progress or In Review).
3. This dropdown only shows the Active statuses your firm has already set up in Settings → Job Statuses — see ⚙️ Setting Up Custom Job Statuses in Client Hub to add more before assigning.

📝 Note: The status you assign here is fixed to the group — it's a preset label, not a live progress tracker, so it won't change on its own as tasks inside the group get checked off. It's simply what the job displays while this group is the earliest incomplete one. The job automatically moves to the next group's assigned status once every task in this group is complete. See 🔄 How Job Status Updates Automatically Across Task Groups in the Setting Up Custom Job Statuses article for the full behavior.

🗓️ Set Due Dates for Each Group

1. Next to the group assignee's name, click the calendar icon to assign a due date specific to that group's set of tasks
2. This helps clarify expectations and track progress through each stage of the job

🔁 What Happens in Recurring Jobs

• When the job is marked Complete, the next instance will be created using the Job Owner defined in the repeat settings
• It's recommended to assign the Job Owner as the person responsible for the first task group

🔄 Handoff Behavior

• Whether a user is prompted to reassign the job — and whether the next assignee gets notified — depends on whether the task groups are set up with a dependency between them
• If the next group is marked as dependent on the current one, completing the current group's tasks unblocks the next group and notifies its owner (bell, email, and mobile push if enabled)
• If the groups are not marked as dependent, they're treated as parallel work: both users see and can work their groups from the start, and there's no handoff notification — in that case, checking the Jobs Dashboard directly is the way to stay on top of new work
• If a task group cannot be completed, users can manually reassign the job using the dropdown in the task group header

📝 Note: See "Using Group Dependencies to Control Job Visibility and Workflow Order" for full details on setting up and managing group dependencies.

📌 Pro Tip: Using group assignments, statuses, and due dates helps you manage multi-step workflows like Month-End Close, Client Onboarding, or Year-End Cleanup — without missing a beat.

📌 Related Articles

• ⚙️ Setting Up Custom Job Statuses in Client Hub
• 📋 Using Group Dependencies to Control Job Visibility and Workflow Order
• 📋 Understanding the Jobs Dashboard in Client Hub
• 🔀 How to Reorder Tasks or Task Groups in a Job