When you hand leads to your sales team, you're still responsible for making sure none of them get dropped. Ontraport gives you three tools for oversight: task notifications, a role hierarchy that gives your team managers, and the Tasks collection, where you can check on everyone's work.
In Ontraport, tasks are messages. Go to Automations, then Messages, then New Message, and choose Task. If you've turned on other objects, like Companies or Deals, hover over Contacts and click Messages instead.
Give your task a name and a subject. The subject shows up in the subject line of notification emails. In Due Date, enter how many days the person has to finish it. Then choose the task owner: the contact owner, a specific user, a role, or a custom user relationship. Add your instructions. You can use merge fields, like the lead's name and phone number, so your rep has everything in one place. Click Save.
The contact owner is the user responsible for that contact. It's stored in the owner field on the record. By default, the owner of new contacts is the account owner. You can set it in a form's Notification and Routing settings, with an automation, or with a lead router, which is our next lesson.
Say a new lead fills out your consultation form. An automation with the Assign Task action gives the contact owner a task to call them and set up the consultation. The Tasks section of this course covers that setup in depth.
Task notifications keep people up to date on a task. In the task, click Add under Task notifications. Use the first dropdown to choose who gets it: users, roles, or a custom email address. Then choose when it's sent, and whether it goes by email or SMS. That means the rep doing the work can be notified, and so can the people overseeing them, like your sales manager.
When you assign a quick task to selected contacts, a notification email goes to the task owner automatically as soon as the task is created. For more control over timing, use a saved task with its own notifications.
Oversight starts with your role hierarchy. Every user has a role, and every role has a manager, except the Account Owner. For example, a Sales Representative reports to a Sales Manager, who reports to the Account Owner. You can see the whole hierarchy on the Role Chart.
To set it up, click your profile icon, then Administration, then User Management, then Team Roles & Permission Management. When you create or edit a role, pick its manager from the Role Manager dropdown.
Then match the permissions to the hierarchy. Set a manager's role to "Owned by me and my subordinates" under Can view, so they see their own records plus the records owned by the people below them. Set your reps to "Owned by me" if they should only see their own.
To check on work yourself, click Tasks in the top navigation. You'll see assigned and completed tasks. From here you can complete, reassign, reschedule, or cancel tasks.
Use the search bar to find what you need, or save a group. Click New group next to the group dropdown, name it, choose a field, a condition and a value, and click Save. Groups work in any collection, so you can keep a saved view of, say, one rep's tasks. Use the column editor to choose which fields you see.
So: use task notifications to keep your reps and managers informed, give every role a manager with the right permissions, and check on your team's work in the Tasks collection. Next up: lead routing, so new leads go to the right person on your team automatically.