Assigning leads to users

This guide will show you how to create user custom fields and various ways to handle lead assignment in Close.

Creating your User fields

To assign Leads to specific members of your team, setup your Lead Owner Custom Field as a "User" type custom field. This will create a dynamic list of all your Close users.

Create your Lead Owner Custom Field:

Creating a user type Custom Field

Creating a user type Custom Field

Once your Custom Field is setup, there are three ways to assign Leads to users in Close.

Dynamic Lead Assignment

This method assumes you have a clearly defined strategy for assigning new Leads to your reps and is based on specific criteria or unique attribute of the Leads - like territory. To assign Leads dynamically, create a Smart View based on the unique attributes and assign the saves Smart View to your sales rep. For example, let’s say one of your sales reps, Matt, is responsible for all Leads in California. You would create a saved search (Smart View) for all Leads with an address in California and assign the Smart View to him. Any time a new Lead is added to Close from California, it will automatically populate in Matt’s list.

Dynamic Lead Assignment

Dynamic Lead Assignment

Static Lead Assignment

The traditional method of manual/static assignment is still possible within Close through the use of Custom Fields. You can use your ‘user’ type Custom Field that we created above and set its value to a particular sales person on each lead. You can choose to assign all Leads with specific attributes to sales rep in bulk or slice a larger list of Leads among multiple salespeople using the ‘Slice’ search query.

To bulk edit a static list of Leads, build your search query then click “edit” at the top of the leads page. Select the User custom field and add the name of your sales rep via the value drop down.

Static Lead Assignment

Static Lead Assignment

Removed users and user-type custom fields

If you remove a user from your organization and they were assigned some leads via a User type custom field, the leads remain assigned to that user. You can find their leads using this search: "custom.Field Name":"Removed User Name"

To split up a larger list between multiple sales people - build your search query and add the keyword ‘Slice’ and the number of groups you want to create. Then bulk edit the list to assign a rep.

Ex. If you had a Smart View called "Hot Leads" that you wanted to split up among 3 different people (without overlapping).

Sales Rep 1 could use a query slice:1/3 in:"Hot Leads" to get one third of the Leads, Sales Rep 2 could use slice:2/3 in:"Hot Leads" to get a different third of the Leads, and so on. Any new Leads added to the Smart View will automatically be distributed in one of the slices.

Slice and Limit Search Queries

Slice and Limit Search Queries

Close Product Help: Using the 'Slice' Query

The number of Leads in each 'slice' may not be exactly equal because ‘Slice’ is more concerned about making sure the same lead never appears in different slices, even if the query after the slice keyword is different.

Search Queries:
Slice: 1/2
Limit: 25

Automated or Round-robin Lead Assignment

Using Zapier, you can automate random Lead assignment. Here is an article that walks through how to set up a Zap that randomly assigns leads from a Smart View to one of your reps.

Reassigning Leads

If you remove a user from your Close organization that is assigned Leads, you will be able to easily reassign them to a different sales rep or search for the Leads using the search query:

"custom.Field Name":"Removed User Name"

Then you can slice this list the same way as shown above.

Need to Reassign Tasks and Opportunities?

If you need to bulk reassign tasks and opportunities, just shoot a note over to support@close.io. Be sure to include the name of the currently assigned user and the name of the user you want the tasks and opportunities reassigned to.


Related Articles

Once you've set up Lead Assignment, help your team set up the proper workflows with Smart Views and Workflows.

Search and Smart Views
Introduction to Workflows

Assigning leads to users


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