Sharing Leads with Your Team

Learn how to share leads, assign them to team members, and collaborate effectively. Enable seamless teamwork by sharing leads and assigning ownership.

5 minutes
Beginner

Sharing Leads with Your Team

Collaborate effectively by sharing leads with team members. This guide shows you how to assign leads, share information, and work together on client relationships.

Overview

When you share leads with your team:

  • Multiple people can work on the same lead
  • Track all communications in one place
  • Assign ownership for accountability
  • Maintain complete visibility

Assigning Leads

From Lead List

  1. Go to Leads page
  2. Find the lead you want to assign
  3. Click on the lead or use the menu
  4. Select "Assign to" or "Change Assignment"
  5. Choose a team member
  6. Lead is now assigned to that person

From Lead Details

  1. Open a lead
  2. Look for "Assigned to" section
  3. Click on current assignment (or "Unassigned")
  4. Select team member from dropdown
  5. Assignment updated immediately

Bulk Assignment

  1. Go to Leads page
  2. Select multiple leads (checkboxes)
  3. Click "Bulk Actions"
  4. Choose "Assign to Team Member"
  5. Select team member
  6. All selected leads assigned

Understanding Assignments

Assigned Leads

When a lead is assigned:

  • Appears in that person's lead list
  • They receive notifications for that lead
  • They can update and manage it
  • Others with permissions can still view it

Unassigned Leads

  • Visible to all team members (Owners/Admins)
  • No single owner
  • Can be assigned later
  • Good for shared projects

Multiple Assignments

  • Some organizations allow multiple assignments
  • All assigned members can work on lead
  • Useful for team collaboration
  • Check your organization settings

Lead Visibility

What Team Members See

Owners & Admins:

  • See all leads in organization
  • Can view any lead details
  • Can assign/reassign leads
  • Full access

Agents:

  • See only assigned leads (by default)
  • Cannot view unassigned leads
  • Limited filtering options
  • Can create new leads

Changing Visibility

Owners and Admins can:

  • View all leads regardless of assignment
  • Filter by assigned team member
  • See unassigned leads
  • Access any lead details

Collaboration Features

Shared Communications

All team members can:

  • View all communications on a lead
  • Add new communications
  • See who added what
  • Track communication history

Shared Tasks

  • View all tasks for a lead
  • Assign tasks to team members
  • See task completion status
  • Track who's responsible

Shared Notes

  • Everyone can see notes
  • Add notes for team context
  • Maintain conversation history
  • Keep team informed

Activity Timeline

  • See all activity on a lead
  • Who did what and when
  • Complete audit trail
  • Track team engagement

Best Practices

1. Clear Assignments

  • Assign leads promptly
  • Don't leave leads unassigned for long
  • Make ownership clear
  • Update assignments as needed

2. Communication

  • Use notes for team context
  • Mention team members in notes
  • Keep everyone informed
  • Avoid duplicate work

3. Handoffs

  • Update assignment when transferring
  • Add note explaining handoff
  • Ensure new person has context
  • Verify handoff complete

4. Team Awareness

  • Review unassigned leads regularly
  • Balance workload across team
  • Share important updates
  • Coordinate on shared leads

Assignment Workflows

New Lead Assignment

  1. Lead comes in (via form or manual entry)
  2. Assign to appropriate team member
  3. Team member gets notification
  4. They can start working on it
  5. Update status as progress made

Lead Transfer

  1. Current owner wants to transfer
  2. Reassign to new team member
  3. Add note explaining transfer
  4. New owner takes over
  5. Original owner can still view

Shared Responsibility

  1. Assign lead to primary owner
  2. Add notes with team context
  3. Multiple people can add communications
  4. Coordinate via notes/comments
  5. Maintain single source of truth

Unassigned Pool

  1. Keep some leads unassigned
  2. Team can browse and claim
  3. Good for shared opportunities
  4. Assign when owner identified
  5. Useful for team collaboration

Notifications

Assignment Notifications

When a lead is assigned:

  • Assigned person gets notification
  • Email notification sent (if enabled)
  • Appears in notifications feed
  • Lead appears in their list

Activity Notifications

Team members get notified when:

  • Communications added to assigned leads
  • Tasks created for assigned leads
  • Status changes on assigned leads
  • Important updates happen

Managing Notifications

  • Adjust notification preferences in settings
  • Choose what notifications to receive
  • Balance staying informed vs. notifications overload
  • Use filters to focus on important updates

Filtering by Assignment

View Your Assigned Leads

  1. Go to Leads page
  2. Use filter dropdown
  3. Select "Assigned to me"
  4. See only your leads

View Team Member's Leads

  1. Go to Leads page
  2. Use filter dropdown
  3. Select "Assigned to [Name]"
  4. See their leads

View Unassigned Leads

  1. Go to Leads page
  2. Use filter dropdown
  3. Select "Unassigned"
  4. See leads needing assignment

Troubleshooting

Can't See a Lead

  • Check if lead is assigned to you
  • Verify your role permissions
  • Owners/Admins can see all leads
  • Agents see only assigned leads

Can't Assign Lead

  • Check your role (need Owner/Admin)
  • Verify team member exists
  • Ensure they're active
  • Contact owner/admin if needed

Assignment Not Updating

  • Refresh the page
  • Check if you have permissions
  • Verify team member is active
  • Try reassigning

Team Member Not Getting Notifications

  • Check notification settings
  • Verify email address
  • Check spam folder
  • Review notification preferences

Related Guides

Next: Learn about team management →

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