Assign follow-ups and to-dos to your team in Leadnote

Every follow-up and every to-do has an owner, called the assignee, and that person gets the reminders, sees the item in their schedule and is expected to act on it. You choose the assignee in the Assigned to field when you schedule a follow-up, and in the Assign To field when you create a to-do.

How follow-ups and leads are linked

A follow-up belongs to a lead, and a lead has an assigned user. These two always move together:

When you save a follow-up, you pick its Assigned to user. This field is required, and saving also assigns the lead to that person.
When you reassign a lead (from the lead page, in bulk, by the distribution rule or when a teammate leaves), its pending follow-up is reassigned too.
If the lead has no owner, its Assignment & Follow-up card shows a dashed button reading "Assign name to your team". Pick a user from the menu.

You can use Do not follow-up on a lead if nobody should chase it. See Repeat follow-ups and Do not follow-up.

Assign a to-do

Pick a person in Assign To in the to-do drawer. You can reassign later by editing the to-do, or select several to-dos on the Tasks & To-do list and use Assign to... in the bulk bar. See Manage and track your to-dos.

A to-do you create for a colleague stays visible to you, even if you cannot normally see that colleague's work, because you are its creator.

If someone has been deactivated, the form still shows their name with "(Deactivated)" on old to-dos, but you cannot choose them for new work.

See a teammate's workload

On the dashboard, the Follow-up schedule card has an Assigned To selector. Choose one person or several, then pick a timeline such as Today or All overdue. See Overdue and today's follow-ups.
On the Follow-up Calendar, use Assigned to to filter and, if your workspace has teams, Team.
On the Tasks screen, filter by Assigned To and Created By.
In the mobile app, the user selector on the Follow-Ups tab switches between Everyone and one person, with a count beside the name.

Who can see and change what

Access follows your role. These are the defaults; the account owner can change them in the permission matrix.

Action	Owner	Manager	L1 user	L2 user
See follow-ups, to-dos, calendar	All	All	Their own (assigned to or created by them)	Their own
Create a to-do for a colleague	Yes	Yes	Yes	Yes
Edit, complete or reschedule	Any	Any	Their own	Their own
Delete a to-do	Any	Any	Their own	No
Export to-dos	Yes	Yes	No	No

For follow-ups, what you can see also depends on which leads you can open. If your organisation limits members to the leads of lists they own or are mapped to, plus leads assigned to them, your follow-up schedule contains only those. Owners and managers are never limited.

Team visibility

An owner or manager can widen visibility in Settings, Security, on the Who sees which records card, under Team visibility:

Setting	Effect
Off	Teams are only labels. Everyone follows the table above.
Whole team	Members also see the records of everybody who shares an active team with them.
Team leads only	Only a team lead gets that extra reach, over the members of the teams they lead.

Team visibility only ever adds access. It never removes any from an owner or manager. Team leads can also reassign leads and open to-dos between members of their team, within the lists their team uses. See Lead visibility rules.

Hand over work when someone leaves

Open Settings, then Manage Users, and choose Offboard for the person. It moves leads, open to-dos, lists, templates and documents to active users you choose, in one step, and it never hands work back to the leaver. Because a lead's pending follow-up goes with the lead, the follow-ups move as well. After offboarding, sessions end and the seat is freed.

Learn the basics of roles in Add and invite users.

Assigning automatically

Lists can hand new leads to users by rule, for example round robin to a team. Users marked Unavailable / On vacation (an administrator sets this on the user record) are skipped by that rule, as are people over their cap. The assignee of the new lead then owns the first follow-up. Read about the rule in Round robin and list assignment.

Tips

Name an owner for every lead the same day it arrives. A lead with no owner has no one to remind.
Use the dashboard on Monday to compare each person's All overdue count and rebalance with bulk reassign.
Put the reason for a reassignment in the follow-up note so the new owner has context.

Frequently asked questions

What happens to a pending follow-up when I reassign the lead?

It moves to the new assignee together with the lead. Nothing is left on the previous person's schedule.

Why can't I pick a certain colleague in Assigned to?

Deactivated users cannot be assigned. Ask the owner if the person should be reactivated.

Can a team member see another member's to-dos?

Not by default. Members see to-dos assigned to them or created by them. If the owner turns on team visibility, members can also see to-dos of colleagues in their teams.

What happens to a leaver's open work?

When the owner offboards a user, their leads, open to-dos, lists, templates and documents are handed to active users you choose, so nothing is stranded.