Manage Your Team, Their Access and Their Capacity in One Place
Add staff with roles, job titles and start dates, record salary or hourly rates for job costing, and build teams with leads around your service lines.
Remindoo's team management lets US accounting firms add employees with roles, job titles, departments and start dates, record salary or hourly rates and working patterns for job costing and capacity, organize people into teams with team leads, and invite each person to set their own password.
Last updated: September 16, 2026 · Reviewed by Waqas Sagar, ACA FCCA, chartered accountant (UK) and founder of Remindoo.
Key facts
- Employee records with email, name, phone, role, job title, department, start date, status and notes
- Compensation recorded as an annual salary or an hourly rate, with the hourly rate calculated for you
- Working pattern by day, with yearly, monthly, weekly and hourly figures and an FTE percentage
- Save and send an invitation; the employee sets their own password
- Invitation status shows who has not accepted yet
- Teams with named members and a team lead
The problem
New hires are set up in four places
A spreadsheet for the details, an email for the login, a calendar for the start date and a separate note about which clients they will handle. Something is always missed in the first week.
Job profitability is guesswork
Without a reliable cost rate per person, the time recorded against a job cannot be turned into a number anyone trusts.
Nobody is sure who owns what in busy season
When the structure lives in people's heads, work sits with whoever noticed it, and the review step is negotiated job by job.
How Remindoo handles it
| Problem | Workflow in Remindoo | Outcome |
|---|---|---|
| Onboarding a new hire takes a morning | Add a user with role, job title, department and start date, then save and send the invite | One record and one email instead of four systems |
| No cost rate behind recorded time | Record annual salary or hourly pay with a working pattern, and Remindoo calculates the hourly rate | Job costing built on the same figure for everyone |
| Unclear ownership across service lines | Create teams around your service lines and set a lead on each | Work has a named owner and a named reviewer before the season starts |
How it works
Add a new user
Start a New User record with the person's email address and name. The email address becomes their login.
Fill in the employment details
Role, job title, department, phone, start date and status, plus any notes your firm keeps against a staff record.
Record compensation and working pattern
Choose annual salary or hourly pay and set the days and hours worked. Remindoo calculates the hourly rate alongside yearly, monthly and weekly figures and an FTE percentage.
Save and send the invitation
The person receives an invitation and sets their own password. You never handle their credentials.
Create a team
In Settings › Teams, create a new team, name it after a service line and add the members who work on it.
Set the team lead
Choose the person who owns that service line so reviews and questions have an obvious destination.
Review the team list
Check the teams against your service mix before the season starts and fix the gaps while it is quiet.
Want to see your own staff list, rates and team structure set up? Book a walkthrough and we will build one team on the call.
Book a demoRemindoo vs HR spreadsheets and shared calendars
| Task | Spreadsheets and shared calendars | Remindoo |
|---|---|---|
| Onboarding a new hire | A row in a sheet, a separate invite, a note about access | One record with role, department, start date and an invitation from the same screen |
| Knowing who has accepted their invite | Ask, or check your sent items | Invitation status on the employee list |
| Cost rate per person | Calculated by hand, out of date within a quarter | Calculated from salary or hourly pay and the working pattern |
| Part-time patterns | Remembered, not recorded | Working pattern by day with an FTE percentage |
| Team structure | An org chart nobody opens | Teams with members and a named lead |
| Leavers | A row deleted, access forgotten | Status on the record and a review of the employee list |
Cost rates and working patterns: why they matter
Time recorded against a job is only useful once it has a rate behind it. Recording an annual salary or an hourly rate with the days and hours a person actually works gives every job the same basis for costing, instead of a partner's estimate applied after the fact.
As an illustration: a $62,400 annual salary, worked over 40 hours a week for 52 weeks, gives an hourly cost of $30.00. Change the working pattern to three days a week and the yearly, monthly, weekly and hourly figures move with it, along with the FTE percentage.
These figures are for job costing and capacity planning. Remindoo does not run payroll and does not pay anyone — the rate exists so that the profitability of a Form 1040 or a monthly close is based on a real number.
Structure teams around your service lines
Individual Tax
Form 1040 work, extensions and estimated payments, led by the person who owns review for individual returns.
Business Tax
Entity returns and the deadlines that run ahead of individual season, with a lead who manages the March workload.
Bookkeeping & CAS
Monthly close and advisory clients, where the same work repeats every month and the lead watches capacity.
Payroll
Quarterly filings and year-end forms, where the calendar is fixed and the lead is the escalation point.
Admin
Client intake, scheduling and billing administration, supporting every other team.
Frequently asked questions
Can I add employees and invite them to Remindoo?
Yes. Create the user with their email, name, role, job title, department and start date, then save and send the invitation. The person sets their own password from the email.
Can I record salary or hourly rates?
Yes. Choose annual salary or hourly pay on the employee record and set the working pattern. Remindoo shows the yearly, monthly, weekly and hourly figures and an FTE percentage.
Does Remindoo run payroll?
No. Remindoo is practice management software, not a payroll system. The rates on an employee record exist so that job costing and capacity are based on a real number, and they are not used to pay anyone.
Can I assign a team lead?
Yes. When you create a team in Settings › Teams you add the members and set the team lead before saving.
How do I see who has not accepted their invite?
The employee list shows invitation status, so you can filter down to the people who were invited but have not yet set a password.
Can I set part-time working patterns?
Yes. The working pattern is set by day, so a three-day week or shorter days are recorded accurately and reflected in the FTE percentage.
How should I structure teams in a small firm?
Most firms start with their service lines rather than their org chart: individual tax, business tax, bookkeeping and CAS, and admin. Each team gets a lead who owns review and reassignment for that line of work.
Related for US firms
Get your team, rates and structure set up before the season
Bring your staff list to a walkthrough. We will add a user, record a working pattern and build a team with a lead while you watch.