How to create and manage teams in Leadnote

A team groups people so you can share visibility, hand out new leads round robin and report by team. Owners and Managers create and edit teams, and each team can have team leads with a few extra powers.

Open Settings, then Teams. The same screen is also on the Users page as the Manage Teams tab.

Create a team

1. Choose New team. You need the Create right on Users & Teams, which Owners and Managers have by default.
2. Enter a Team name, for example "Inside Sales". Names can have up to 80 characters and must be unique in your organisation.
3. Add a Description (up to 500 characters) and pick a Colour.
4. Under Members, use Add a member and Search active users. Choose each person's role: Member or Lead. You can also set an Open lead cap per person.
5. Under Lists this team works, choose the lists the team handles.
6. Choose Create team.

Each person is told by email when they are added to or removed from a team. The email follows their own preference, Get notified by email when a lead is assigned to you.

You can also add people from the Users page. Tick their rows, choose Add to team, and pick a team. They keep any other teams. Deactivated people, people already in the team and people past the member limit are listed in the result.

Members, roles and caps

A team holds up to 500 members. A person can be in several teams, and only active users can be added.

The cap counts leads that are open or in progress, and not archived or deleted. It applies when a list hands out leads to the team, see round robin lead assignment.

What each role can do with teams

A team lead can only add people at their own level or below, so an L1 lead can add L1 and L2 Users but not a Manager. A lead cannot remove or move work away from another lead, an Owner or a Manager. A lead's powers apply only while the team is switched on, and they never go beyond what the person's role already allows. A lead who is an L2 User cannot reassign leads if L2 Users do not have the Edit right on leads in the permission matrix.

People without the View right on Users & Teams only see the teams they belong to, marked You lead or You are in, and cannot change a team unless they lead it.

Remove a member

When you remove someone who has open leads in the team's lists, Leadnote asks what to do:

• Move the leads to another member and choose the New owner of the leads, or
• Leave the leads where they are, so the person just leaves the team.

Reassign work inside a team

Choose Reassign work on a team, or Reassign work inside this team in the drawer.

1. Under Move the work of, choose the member.
2. Under What to move, choose Leads and open tasks, Leads only or Open tasks only.
3. Choose To one member, or tick Spread round robin over the other eligible members.
4. Choose Reassign.

Both people must belong to the team. Locked leads are skipped unless you are an Owner or Manager, and the result tells you how many were skipped. Every move is written to the lead history. A team lead can only move leads that sit in the team's lists.

Switch a team off or delete it

The Active column has an On/Off switch. While a team is off it gives no extra visibility, new leads are not handed to it and its lists fall back to their own participants. Members and history are kept, and you can switch it on again at any time.

Delete removes the team only. Nobody is deleted and leads keep their assignee. If the team still has members, lists or round robin lists, Leadnote lists them and asks you to confirm with Delete the team.

Teams and reports

Teams widen what members can see, see Lead visibility rules. The Team Performance report can also group results by team, see Team Performance report.