Job roles are an essential part of the Táve setup. Each time a contact is added to a lead or job you can assign them a Job Role. The Job Role is how they relate to this particular job, such as Primary Contact, Second Photographer, Senior, etc.

In this article, we’re going to address the following pertaining to setting up and using Job Roles:

Depending on your areas of photography coverage, you may find that the job roles that came pre-filled with your Táve account are all you need, or you may choose to add custom job roles to fit your unique practice. You can get very creative with job roles to help you manage all of your contacts!

As you can see from the list above, you can customize your job roles however suits you best. For example creating multiple Bridesmaid roles (see how these can be helpful in the Populating Job Contacts Using Job Role Tokens section below) as well as roles for the various vendors that might be contacts on the job.

Do you often sell gift certificates for your photography services? Add gift certificate purchaser and gift certificate recipient job roles to help you better track who the individuals are on that order.

You can create new job roles by selecting Create New here in Settings › Job Roles. When adding a new job role, you'll want to give the role a name, token and select the kind from Team, Subject, Customer or Vendor.

When you assign a job role to a contact on a particular lead or job, that role is only associated with the contact for that job. A contact (such as a repeat client) may have different roles across multiple jobs in your account.

However, for certain contacts (like vendors), you may want them to always have the same role. If so, you can assign that contact a Default Job Role in their Contact Profile in your Táve Address Book.

This is a great option for vendors you work with regularly. Vendors will have their own profile in your address book, which can be used to track your email interaction with them and see all the previous jobs you've worked with them on. You can also set a default job role for them here.

Any time you add this vendor to a lead or job in the future, using the Add Contact option on the Job Overview it will pre-populate their job role for this job with their default job role.

You can assign a job role to a contact by editing the job worksheet (on the Job Overview). On the job worksheet you can view all of the job's contacts, including your clients, any subjects and any vendors.

As you add a new contact to the job worksheet, you'll want to select their job role from the dropdown here:

You'll also notice, just below the contact you are adding, as you type in a contact's name or company name, Táve will predict who you may be adding if contacts with similar names already exist in your address book. This is a great shortcut when working with repeat clients or vendors on a new job, as it populates all their information for you when you use the Use Contact option.

It will also ensure you are using your existing contact, rather than creating a new duplicate one, and this job will now appear on the person's address book profile in their Leads & Jobs list. You'll always be able to see your history working with a repeat client or vendor!

You can also add new contacts to a job using the Add Contact option on the Job Overview here:

You can search for an existing contact from your address book or create a new contact on the job this way, then assign them a job role.

Táve will automatically generate Tokens for things like the name, address, phone number, etc. for all of your job roles. For each of the job roles that exist in your settings, you should see their related tokens in your available Tokens lists throughout Táve as you customize your Email Templates, Contracts and more.  

You can even use these job role tokens to populate a contact’s information on your job using a Questionnaire. For example, if you send out a Wedding Details questionnaire to your clients, you can link those questions to job role tokens to populate those details on the job.

To link a questionnaire field to a job role token, simply click on the Edit Field gear icon:

Then use the Associated Token field to lookup by job role to find the appropriate token:

When the client completes their questionnaire, these names will be added as contacts to the job with those associated job roles. It's a great way to know the names of all the important people associated with this job.

Do you like to keep track of referrals so you can thank whoever sent business your way? Or maybe you have a referral rewards system in place to issue credit to the referring party? One great way to track your referrals is by having a Referral job role and add the person to the job’s contact list as such if they deserve the credit. Then, when you go to their contact profile in your address book you’ll be able to see all the jobs they’ve referred to you!