Best practice
Sales rep: plan and follow through
Start the day
First review commitments with a date: overdue tasks, callbacks due today and meetings. A promised callback takes priority over an untouched lead unless your manager agrees otherwise. Then choose a manageable group of leads from your assigned lists. Filter by status or search to find the people most relevant to your goal; check the record and recent notes before contacting them.
During the day
Use Calling to work through a list. Record the outcome while the conversation is fresh. For a callback, agree a time and use the callback outcome. Capture useful context in a note and create a task for the next action when needed.
For example, after a conversation, create a task such as “Send the requested proposal and call back” due 12 November. Add enough context in a note for you to pick up the conversation. When the action is done, complete the task and agree the next step if one is needed.
End the day
Review the outcomes and unfinished tasks. Reschedule an unfinished commitment deliberately instead of leaving its date in the past; check tomorrow's callbacks and meetings. Review your pipeline regularly. Move a deal when its situation changes, keep its owner and relevant details current, and close won or lost deals. Check that open opportunities have a clear next action and follow-up date in your tasks.
Sales manager: make the team's work visible
Weekly review and coaching
Review the team view and assigned lists to understand workload. Discuss priorities and redistribute work where needed. Use individual follow-ups to coach on conversations, next actions and deals that need help.
Review the pipeline with the team: check stages, values and the expected timing of open deals. Use Reports and its filters to compare results and investigate outliers. Treat weighted pipeline value as an input to a forecast, and discuss the assumptions behind it with the rep. Compare the expected close date and stage with the evidence from the latest conversation. Agree who will take the next action and when; check it at the next review.
Use outcomes as well as activity: review won deals, win rate and sales cycle, and the stage report's conversion and time in stage. Compare the same period and scope before drawing conclusions. A high call count alone does not show whether conversations led to progress. For an overdue follow-up or stalled deal, ask what is blocking it and agree a specific action, rather than treating an outlier as a verdict on the person.
Administrator: prepare people and data
Set up roles and check access
Choose roles and teams before inviting users. Give each person only the access needed for their work, then check visibility and actions with a user in each role. Administrators manage users and role permissions; managers work with their own teams. See Teams and roles and Administration.
For example, put two Sales reps in a team and assign a Sales manager to lead it; give the person managing users and settings the Administrator role. A rep normally works with owned leads and assigned lists; the manager normally sees the team's records and can distribute lists; the administrator manages roles and users. Actual permissions and visibility depend on configuration and record ownership. Test a representative record and an allowed edit as each role, and check that a rep cannot see a record outside their intended access. Correct the setup before inviting the rest of the team.
Prepare a small CSV
Before importing, agree which records and fields the team needs. Review required values and field types in the destination, and decide how source columns map to them. Clean duplicates and agree consistent owners, statuses, dates and currencies where relevant. Keep source identifiers in your preparation so you can reconcile records; check the available destination fields before deciding where to put them. Add custom fields only where needed.
For a simple lead trial, use a heading row such as name,emails,phones and one fictional row such as Example AB,sales@example.com,0701234567. Map each column to the matching available field, checking the labels in your workspace. Name must be mapped and filled; other required fields depend on the workspace schema. The phone importer supplies Swedish country information, so check numbers and the resulting record carefully. Keep source IDs and intended owners in your preparation file, not as presumed import fields: relation fields such as owner are not available in this import mapping.
Statuses must match the configured field options. Dates and amounts need a consistent format suited to the destination field. Currency fields use the field or workspace default currency on import, so do not assume a per-row currency code will be applied. Check these on a trial record before preparing a larger file.
Trial, reconcile and roll out
Prepare a small representative CSV first. In Import, check the suggested mapping, skip unwanted columns and review the preview and possible duplicates before confirming. Compare the preview's row, duplicate and block-list counts with your source. Investigate duplicates rather than automatically creating them; blocked rows are not imported. After confirming, compare the reported imported count with the expected count and open sample records to check name and contact details against the source. Assign leads to the intended reps using the lead list's Assign action, then check the owner and visibility as a rep. Reconcile any missing or excluded rows before importing the remainder; correct the file or mapping and repeat the small trial if needed.
Ready to begin
- Roles, team membership and access have been checked with representative users.
- Required fields, source identifiers, owners, statuses, dates and currencies have been reviewed for the intended records.
- Trial counts, duplicate decisions, imported values and ownership have been reconciled; the team knows its first lists and follow-up routine.