How to assign leads to your team in Leadnote

Every lead can have one owner, shown as Assigned to. To assign a lead, open it, find the Assignment & Follow-up panel and choose a teammate. For many leads at once use Bulk Assign, and for new leads set an assignment rule on the list so nobody has to do it by hand.

Assign one lead

1. Open the lead.
2. In the Assignment & Follow-up panel, click Assign [name] to your team if nobody owns the lead yet.
3. Choose a person from the menu. A message says "Lead assigned".

To change an owner later, use the assignee menu in the lead summary and choose someone else. To remove the owner, choose Unassign from that menu.

When you add or edit a lead in the full form, Assigned to on the Follow-up tab does the same. New leads you add by hand are assigned to you unless you change it.

Who appears in the menu

Leadnote lists active users of your organisation. If your organisation has set up teams, the menu groups people as Team members (your teammates, shown first) and Everyone else. A hint such as "away" or "at capacity, 18 of 20 open leads" can appear after a name. It is guidance for fair distribution and does not stop you from choosing that person.

Assign many leads

1. Filter or tick the leads. See search and filter leads.
2. Click Bulk Assign.
3. Choose the user under Assigned to.
4. If these leads should not be followed up, switch on Do not follow-up and write a reason.
5. Click Save.

Details and limits are in bulk actions on leads. Unattended and stagnant screens also offer Reassign in their bulk bar, which is a quick way to redistribute leads nobody is working. See unattended and stagnant leads.

Assign automatically with a list rule

Each list has an assignment rule that applies to new leads captured into it, for example from a form. The rule can be a specific user, round robin across several users or across a team, or no automatic owner. Imports follow the list rule too: a row with no Assigned To value gets the rule's person, while a row that names a user keeps that user. Who is skipped, caps and working hours are explained in round robin lead assignment. For lists in general, see what lists are.

Locked leads

A locked lead can only be edited, moved or deleted by an admin (the account owner or a manager). The lock also stops other users from reassigning it. If you need to reassign a locked lead, ask an admin to unlock it, or to do it for you.

Who can see an assigned lead

Assigning a lead to someone also lets them see it when your organisation uses List based access rights. The rules are in who can see which leads.

History of assignments

Each change is saved with the previous owner, the new owner and the person who made the change. To read it, open the lead, go to the System logs tab and switch to History, which shows stage and assignment changes. See lead activity history.

You can also find leads by owner with the Select Users menu, which includes (Unassigned) for leads with no owner, and by who did the assigning with Assigned by in the Follow-up section of the filters.

Tips for fair distribution

• Review the (Unassigned) filter every morning so new leads do not wait.
• Use round robin on lists that receive many web enquiries.
• Add your team first. See add and invite users.