Salesperson Visibility & Claiming a Contact
Contact Visibility options for Salespersons
The Salesperson Role is unique in that visibility restrictions regarding Contacts can be applied to these users, either manually or automatically. This is called "claiming" a Contact, which will hide that Contact from anyone else in the Salesperson Role. This is ideal if your business operates with a sales team that requires insulation from each other (e.g. they work on commission).
This is different than a Contact's Coordinator, who is designated as the point of contact for that user. The Contact can only be Claimed by a single Salesperson but can also have a different Coordinator.
A Salesperson can claim a Contact themselves or this can be done by a Super Admin, Admin, Project Manager, or Office Manager Role.
How does a Salesperson "Claim" a Contact?
By default, all Contacts are visible to all Salespersons.
However, a Salesperson can "claim" a Contact. This will hide that Contact from anyone in the Salesperson Role other than that user.
Manually Claim a new Contact
Navigate to CRM > Contacts and click the +Add Contact button.
You'll see the Assigned to Salesperson option in the "Basic Info" section. Click this field to choose a Salesperson from the dropdown menu.
If a Salesperson is selected as the Contact's Coordinator they will automatically be Claimed by that user and the "Claimed by" option will be unavailable.
TIP: When a new Contact is added by a user with the Salesperson Role this option will not be visible. Instead, the created Contact will automatically be Claimed by the creator.
CLICK HERE to learn about Adding a Contact
Manually Claim an Existing Contact
To assign a Salesperson to an existing Contact navigate to CRM > Contacts and click on the Contact you would like to have Claimed.
In the CRM Dashboard, click the icon at the top right-hand corner of the screen. Choose a Salesperson from the Claimed by dropdown menu.
Once Claimed, the icon will change into a icon. If there is no profile picture the icon will be the initials of the Salesperson.
You can also choose to share that Contact with additional Salespersons. Click the Shared with field to choose from other Salesperson(s) from the dropdown menu.
Salespersons that are shared users will be able to view the Contact, but will not be able to see the visibility options.
TIP: A user with the Salesperson Role can also Claim the Contact themselves. In this case, the "Claimed by" option will instead appear as "Assign to me".
Automatically Claim a Contact
You can also automatically have a Salesperson claim a Contact via a Kickoff Form.
Navigate to Forms and click the +Create Form button. When prompted, choose Kickoff Form.
You'll see the Assign to Salesperson option while choosing the details for your added Contact. Click this field to choose a Salesperson from the dropdown menu.
Any Contacts added via this Kickoff Form will automatically be Claimed by the selected Salesperson.
TIP: When created by a user with the Salesperson Role this option will not be visible. Instead, any Contacts added via that Kickoff Form will automatically be Claimed by the creator.
CLICK HERE to learn about Kickoff Forms
How do I "Unclaim" a Contact from a Salesperson?
To make a Contact visible to all Salespersons navigate to CRM > Contacts and click on the Contact you would like to change the status of.
If the Contact is Claimed by a Salesperson, the icon will appear as a . If it is Claimed by a Salesperson and is also being Shared, it will appear as a icon.
Click this icon to view the Claimed by details.
Click the icon to remove the Salesperson(s) in the Claimed by and Shared with fields, or replace the user with a different one in the dropdown menu.
The Contact will now be visible to all Salespersons.