Recurring job assignment in tax practices requires manual daily checks of schedules, team availability, and workload to route jobs to the right person. This is time-consuming, error-prone, and delays job starts by hours or days.
Automation evaluates job requirements, team skills, and current workload to assign jobs instantly when they become due. Jobs are routed correctly the first time, team members are notified in real time, and no assignments are missed or duplicated.
The full workflow, from trigger to completion.
The automation platform monitors the recurring job schedule daily and detects when a job's due date has arrived and the job has not yet been assigned.
The automation retrieves the full job record, including client name, job type, priority, and any special instructions or notes.
The automation checks for team member workload, skill tags, and current assignments to identify who is available and qualified for the job.
The automation evaluates the job requirements, team member skills, current workload, and historical assignment patterns to select the best-fit team member and confirm the assignment is appropriate.
The automation creates a new task record, assigns it to the selected team member, sets the due date, and populates all relevant fields from the recurring job template.
The automation sends a formatted message to the assigned team member with the job details, client name, due date, and a link to the task.
The automation marks the recurring job as assigned in the source record, logs the assignment date and team member name, and resets the schedule for the next occurrence.
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