Who can use this feature?
The Manage Staff Assignments workflow allows you to assign, update, or remove staff for one or more clients or referrals in a single action.
This streamlined process replaces the previous Assign Staff and Remove Staff actions and provides greater flexibility when managing staff and task assignments.
Accessing Manage Staff Assignments
You can manage staff assignments:
From the People screen (bulk updates)
- Select one or more clients or referrals.
- Go to Actions > Manage Staff Assignments.
From a Client Profile (individual updates)
- Open a client profile.
- Go to Actions > Manage Staff Assignments.
Assigning staff to referrals (no existing assignments)
If the selected users are referrals and do not yet have staff assigned:
- Go to Actions > Manage Staff Assignments.
- Add staff in the Assign Staff modal.
- (Optional) Select Include intake tasks to automatically create standard intake tasks.
- Select Save.
Managing existing staff assignments
When you open Manage Staff Assignments from the People screen or from an individual Client Profile, the Existing Assignment Summary will appear if one or more selected users already have staff assignments.
This summary shows:
- How many selected clients have assigned staff
- The number of active tasks associated with those clients
Both of these counts are linked. Selecting either link opens a filtered view in a new browser tab so staff can review which clients or tasks will be affected before making changes.
From here, choose one of the following:
Add or replace staff
If you choose Add or replace staff, select how assignments should be handled:
Staff assignment options
- Add staff to current assignments
Existing staff remain assigned, and new staff are added - Replace current staff with new staff
All existing staff are removed and replaced with the selected staff
Task assignment options (if active tasks exist)
- Keep existing task assignments
No changes to current task assignments - Add new staff to task assignments
Tasks remain assigned to current staff, and new staff are added - Reassign all tasks to new staff
Tasks assigned to existing staff are reassigned to the selected staff
Complete the action
- Add staff in the New Staff field.
- Select Save.
Remove staff
To remove staff from selected clients:
- Select Remove staff in the modal
- Remove staff using the Remove Staff input
Task handling options (if active tasks exist)
- Reassign tasks to remaining staff
Tasks are reassigned to staff who remain assigned to each client
- Unassign tasks
Tasks are removed from staff and moved to the Unassigned Tasks queue
Complete the action
- Select Save
Key considerations
- This workflow supports both bulk updates and individual client management
- Task assignment decisions are required when active tasks exist
- Removing all staff from a client may impact task reassignment options
- Intake tasks can be automatically generated when assigning staff to new referrals