When an associate leaves your team, you may want to divide their clients among several remaining associates rather than reassigning all of them to a single person. Since each client in Clientbook can only be assigned to one associate at a time, this requires a few rounds of bulk reassignment. This article walks through the recommended steps to split a departing associate's clients across your team.
Before You Begin
- You need Admin or Manager access to reassign clients. Associates cannot reassign other associates' clients. For more details, see Account Roles: Administrator, Manager and Associate.
- Before removing the associate, plan how you want to divide their clients. Consider factors like store location, existing client relationships, and workload balance across your remaining team.
- Do not delete the departing associate's profile until you have finished reassigning their clients. If you delete the associate first, the system will prompt you to reassign all their clients to one associate, which makes it harder to split them later.
Steps to Reassign Clients to Multiple Associates
Step 1: Filter the Client List by the Departing Associate
- Log in to the Clientbook Dashboard (Desktop).
- Go to the Clients page.
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Use the Assigned Associate filter to show only the departing associate's clients.
Step 2: Select the First Group of Clients
- Check the boxes next to the clients you want to assign to the first receiving associate. Or click "Select All" (This will select the first 25 customers; if you want to include more, you'll need to scroll down the client list to generate the next 25, and so on)
- Click Bulk Actions at the top of the list.
- Choose Edit Associates.
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Select the associate you want to reassign this group to, then confirm.
Step 3: Repeat for Each Remaining Associate
After the first batch is reassigned, the filter will still show the departing associate's remaining clients. Repeat Step 2 for each additional associate you want to receive clients:
- Select the next group of clients.
- Click Bulk Actions > Edit Associates.
- Choose the next receiving associate and confirm.
Continue this process until all of the departing associate's clients have been reassigned.
Step 4: Delete or Deactivate the Departing Associate (Optional)
Once all clients have been reassigned, you can remove the departing associate's profile. Navigate to Setup > Associates, find the associate, click Edit Associate, then click Delete. When the system asks if you want to reassign their clients, you can skip this step since you have already taken care of it. For a full walkthrough, see How do I Remove a User/Associate From Clientbook.
What Happens to Sales Opportunities and Reminders
When you reassign a client using Bulk Actions, any open sales opportunities and reminders tied to the original associate will also update to the new associate. This means you do not need to manually move those items separately.
For more details on how reassignment affects opportunities, see Reassigning Sales Opportunities.
Tips for a Smooth Transition
- Plan ahead. Before reassigning, decide which clients should go to which associate. You might base this on client purchase history, the store location they visit most, or an even split across team members.
- Check your work. After reassigning all groups, filter the client list by the departing associate one more time. If the list is empty, all clients have been successfully moved.
- Multi-location accounts: Reassignment works across store locations. If the departing associate had clients at multiple stores, you can reassign them to associates at any location.