It is often the case that certain salespeople are attached to specific clients, client locations, or even a subset of contacts within an organization. Rather than having to assign the correct salesperson on each case, Trackops offers the ability to configure a default salesperson on various entities so that the right salesperson is automatically assigned to each case created in the system.
Salesperson assignments can take place at three distinct levels inside Trackops, listed here from most general to most granular:
- On the Client
- On the Client Location
- On the Client Contact
Assigning a Default Salesperson to a Client (parent organization)
Assigning the salesperson on the client profile is most general and most common place to assign a default salesperson. By default, when a salesperson is assigned to the parent client organization, the salesperson will be automatically be assigned to all cases for that client, unless overridden at the location or contact level.
This is the best choice if your client only has one location or you want a single salesperson to be assigned to all of the cases for this client.
To assign a salesperson to the client organization, click to Clients > Client List and click on a client you wish to assign. From here, click Edit > Profile and then scroll down to find the Salesperson field. Choose the default assignment and click Save Client to confirm the selection.
Assigning a Default Salesperson to a Client Location
If your client has multiple locations and you have decided to split the salesperson assignments by location or branch office, then assigning a default salesperson to the client location is the best approach.
When two or more salespeople are assigned a different locations, the system will assign the salesperson that matches the client location selected on the new case.
The client location configuration supersedes the client configuration, so if a salesperson is also configured at the client (parent organization), the client location selection will take precedent.
To assign a salesperson to a client organization, click to Clients > Client List and click on a client you wish to assign. Next, click the Locations tab and click the name of the location you wish to edit. From here, click Edit > Profile and then scroll down to find the Salesperson field. Choose the default assignment and click Save Location to confirm the selection.
Assigning a Default Salesperson to a Client Contact
For very large organizations with many contacts in a single location, it is sometimes the case where a the salesperson is assigned based on the actual contact (primary requester) who submitted the case. This is the least common type of salesperson assignment, but also the most granular.
When a salesperson is configured at the client contact level, the salesperson will automatically be assigned to new cases created by or for that client contact, regardless of other salesperson configurations.
The client contact configuration supersedes both the client location and client configuration, so if a salesperson is also configured at the client location or client (parent organization), the client contact selection will take precedent.
To assign a salesperson to a client contact, click to Clients > Client Contacts and click on a client you wish to assign. From here, click Edit > Profile and then scroll down to find the Salesperson field. Choose the default assignment and click Save Profile to confirm the selection.
Determining the Salesperson Selection for an Invoice
By default, the automatic salesperson selection for new invoices behaves exactly the same way as it is for cases, as described above. That said, if you sometimes replace salespeople on cases that don't align with this strategy, you can optionally force the generated invoice to use the primary salesperson assigned to the case rather than the default salesperson for the client, client location, or contact.
To do so, simply head over to your General Finance Settings and toggle the selection to Always use Case Salesperson. When this is enabled, new invoices will always use the salesperson assigned to the case (if they exist) before trying to use the configured default salesperson.