Lead Assignment

Lead assignment in ABC Salesbot allows you to distribute leads among your team members automatically or manually, ensuring efficient lead management and follow-up.

Overview

Lead assignment helps you:

• Distribute leads fairly among team members
• Ensure leads are handled by the right person
• Track lead ownership and responsibility
• Automate lead distribution based on allocation percentages

Prerequisites

Before you can use lead assignment features, you must enable Lead Isolation in your company settings:

1. Go to Settings > Company Info
2. Enable the toggle for "Isolate assigned leads from Standard users"
3. This ensures that leads assigned to specific users are not visible to users with Standard roles

Complete Lead Allocation Workflow (SOP)

This section provides a step-by-step Standard Operating Procedure for setting up lead allocation from scratch, including creating user accounts.

Step 1: Creating a New User Account (Human Agent / Staff)

Before you can allocate leads, you need to create user accounts for your staff members:

1. Log in to the ABC Salesbot App
2. Navigate to Users: Click Users in the top-right corner or go to: app.abcsalesbot.com/users
3. Create New User: Click the Add button
4. Enter User Details: Fill in the required information:
   • Name
   • Email address
   • Password
5. Set Role: Under Role, select Trusted Employee
6. Save and Share: Complete the account creation and share the login credentials with the staff member securely

✅ Important: Always set the role to Trusted Employee for human agents who will handle leads.

Step 2: Allocating Leads by Percentage

Once you have created user accounts, set up automatic lead distribution:

1. Navigate to Lead Allocation: Click Lead Allocation in the top-right corner or go to: app.abcsalesbot.com/lead-allocation
2. View Staff List: You'll see a list of all staff members with the Trusted Employee role
3. Set Percentages: Assign the percentage of leads each employee should receive
   • Example: Employee A = 50%, Employee B = 30%, Employee C = 20%
4. Verify Total: Ensure that the total allocation across all employees adds up to 100%
5. Save Settings: Click Save to activate the allocation

✅ Note: This ensures leads are automatically distributed fairly according to your specified percentages.

Step 3: Manually Assigning Leads (When Needed)

For specific leads that need manual assignment:

1. Go to Leads Section: Navigate to the main Leads page
2. Select Leads: Check the checkbox beside each lead you want to assign
3. Use Bulk Operations: Click Bulk Operations > Assign User in the top menu
4. Choose Employee: Select the desired Trusted Employee from the list
5. Confirm Assignment: Complete the assignment process

Step 4: Restricting Lead Visibility (Optional)

To ensure employees only see their assigned leads:

1. Go to Settings: Navigate to app.abcsalesbot.com/settings
2. Enable Isolation: Toggle on "Isolate assigned leads from Standard Users"
3. Save Changes: This ensures employees cannot see leads that are not assigned to them

Quick Summary

1. Create user account → assign role Trusted Employee
2. Allocate lead percentage (must total 100%)
3. Assign leads manually when needed
4. Restrict visibility (optional) so staff can only view their assigned leads

By following these steps, you can manage your team effectively and ensure leads are distributed in a structured and controlled manner.

Manual Lead Assignment

Assigning Leads to Users

1. Navigate to the Leads section
2. Select the lead you want to assign
3. Click on the lead to open the lead details
4. In the lead details view, look for the "Assigned To" section
5. Click on the assignment dropdown and select a team member
6. The lead will now be assigned to that user

Bulk Lead Assignment

You can assign multiple leads at once:

1. Go to the Leads section
2. Use the checkboxes to select multiple leads
3. Click the "Assign" button in the bulk actions menu
4. Select the user you want to assign the leads to
5. Confirm the assignment

Automatic Lead Allocation

Setting Up Lead Allocation

Lead allocation automatically distributes new leads based on percentage weights you set for each team member.

1. Navigate to Lead Allocation in the sidebar
2. If lead isolation is not enabled, you'll see a message prompting you to enable it first
3. Once enabled, you'll see a list of all Standard users in your team
4. Set allocation percentages for each user using the sliders or number inputs
5. Ensure the total allocation equals 100%
6. Click "Save" to apply the allocation

Allocation Features

• Percentage-based Distribution: Set specific percentages for each team member
• Balance Button: Automatically distribute leads equally among all users
• Real-time Validation: The system shows if your allocation totals 100%
• Visual Progress Bar: See the current allocation status at a glance

How Automatic Allocation Works

When a new lead is created (through any method), the system will:

1. Check the current allocation percentages
2. Assign the lead to a user based on their allocation weight
3. Ensure fair distribution over time

User Roles and Permissions

Who Can Assign Leads

• Owner: Can assign leads to any user
• Admin: Can assign leads to any user
• Trusted Employee: Can assign leads to any user (if permitted)
• Standard User: Cannot assign leads (can only be assigned leads)

Who Can View Assigned Leads

When lead isolation is enabled:

• Owner: Can view all leads
• Admin: Can view all leads
• Trusted Employee: Can view all leads (if permitted)
• Standard User: Can only view leads assigned to them

Best Practices

For Lead Allocation

1. Regular Review: Periodically review and adjust allocation percentages based on team performance
2. Consider Workload: Factor in each team member's current workload when setting allocations
3. Monitor Performance: Track how well each team member handles their assigned leads
4. Balance Fairly: Use the balance feature to ensure equal distribution when starting

For Manual Assignment

1. Match Skills: Assign leads to team members with the right expertise
2. Follow Up: Ensure assigned leads are followed up on promptly
3. Document Reasons: Note why specific leads are assigned to particular team members
4. Reassign When Needed: Don't hesitate to reassign leads if circumstances change

Troubleshooting

Common Issues

Q: I can't see the Lead Allocation page A: Make sure lead isolation is enabled in your company settings first.

Q: My allocation percentages don't add up to 100% A: Use the "Balance" button to automatically distribute equally, or manually adjust until the total equals 100%.

Q: New leads aren't being assigned automatically A: Check that your allocation is saved and totals 100%. Also verify that lead isolation is enabled.

Q: I can't assign leads to certain users A: Check your user permissions and ensure the target user has the appropriate role.

Getting Help

If you encounter issues with lead assignment:

1. Check the User Roles and Permissions documentation
2. Review your Company Settings
3. Contact support if the issue persists

Related Features

• User Management - Manage team members and roles
• Lead Management - Comprehensive lead management tools
• Company Settings - Configure lead isolation
• Automations - Automate lead workflows