How to Add a Client Custom Field User Role to Project Assignments

Client Custom Fields of type User Role let you store a specific staff member — such as a Reviewer, Preparer, or Secondary Partner — directly on a client record. Once set up, you can use these custom field roles to automatically assign project tasks to the right person without manually updating each project.

What is a User Role Client Custom Field?

A User-type custom field stores a staff member's name on a client record — separate from the standard Partner in Charge, Manager, and Bookkeeper fields. Once a custom field is populated on a client, you can reference it in project template task assignments. When a project is created, the task automatically assigns to whoever is in that field for that client.

Step 1 — Create the Custom Field

Skip this step if the field already exists in your Firm360.

1. Navigate to Admin in the left navigation.
2. Select Client Custom Fields.
3. Click Add.
4. Name the field (e.g., "Tax Preparer," "Reviewer," "Secondary Partner").
5. Set the Field Type to User.
6. Click Save.

The field will now appear on every client record for your team to populate.

Step 2 — Add the Role to a Project Template

1. Navigate to Admin > Project Templates in the left navigation.
2. Open the template you want to update.
3. Locate the task  or Project Assignment Rule you want to assign to the custom field role.
4. Click Edit.
5. In the Assignment field, select your custom field role from the dropdown — it will appear alongside standard options like Project Owner, Partner in Charge, etc.
6. Save.

When a new project is created from this template, Firm360 will look up the value in that custom field for the client and assign the task accordingly.

NOTE: If the custom field is not populated on a client record when a project is created, the task will default to the Project Owner. Make sure custom fields are filled in before bulk-creating projects.

Step 3 — Populate the Field on the Client Record

1. Navigate to Clients in the left navigation and open the client record.
2. Scroll to the Custom Fields section.
3. Locate the User-type field you created.
4. Select the appropriate staff member from the dropdown.
5. Save.

For bulk updates across many clients, use the Client Bulk Actions feature to update custom fields across multiple records at once.