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      Bulk Client Assignment & Tag-Based Segmentation

      A step-by-step guide and video to bulk client assignments, smart tagging, and targeted messaging in CountingWorks PRO 3.0

       

      Overview

      CountingWorks PRO 3.0 lets you speed up everyday client-management tasks:

      1. Bulk-assign clients to staff—no more opening records one at a time.

      2. Tag and segment your database—organize clients with custom labels, then filter or message them in one shot.

      The walkthrough below distills the exact clicks Patrick demonstrated in the product video.

      1. Bulk-Assign Clients to Your Team

      Action What to Do
      Open the ClientHub From the main Dashboard, choose ClientHub.
      Select the clients Check the boxes beside every client you want to re-assign.
      Assign Click Assign Staff → choose the staff member in the pop-up list (all active team members appear here).
      Save Hit Save. The selected clients now show the new staff member in their Assigned Staff field.
       

      Tip: You can multi-select hundreds of records at once—assignments post in one batch.

      2. Create a Tag

      1. In Client Hub, click Advanced Filters → Manage Tags.

      2. Type the tag name (e.g., 1040), pick a color, then click Create Tag.

      3. The tag is now available system-wide.

      3. Add the Tag to Clients (in Bulk)

      1. Back in the main client list, select the clients you want to label.

      2. Click Assign Tags (or Bulk Actions → Assign Tags).

      3. Choose the new tag from the dropdown and click Save.

      4. The tag icon appears immediately beside each client.

      4. Filter by Tag

      • Quick filter: In Advanced Filters, click the tag name (e.g., 1040) to see only those clients.

      • Clear filter: Deselect the tag to return to the full list.

      5. Send a Message to Tagged Clients

      1. Click Message Clients (top right of Client Hub).

      2. In the Recipients box, open the Tags tab and pick the tag (1040).

      3. Compose the subject and body—e.g., “Deadline for 1040 extension is October 15.”

      4. Optional: attach documents (privacy policy, checklist, etc.).

      5. Choose Send via Client Hub for encrypted, in-portal delivery or Send via Email for a standard marketing blast (use email only when no sensitive data is included).

      6. Press Send Message. All tagged clients receive the notice.

      Best Practices & Notes

      • Encryption: Use Client Hub when the content is sensitive (SSNs, tax docs).

      • Marketing campaigns: Use Email for non-confidential reminders or promotions, especially if some clients have not yet accepted their Client Hub invite.

      • Multiple tags: Create as many tags as needed—e.g., Business Return, Bookkeeping, Prospect. Clients can hold multiple tags simultaneously.

      • Staff visibility: Any staff member assigned to a client inherits visibility of that client’s messages and documents.

      Need Help?

      Email help@countingworkspro.com and the Success Team will jump in.