How to Share Leads for a Limited Duration

Vir Singh

Updated 11 Jun 2026 | 12:16 PM

1. Feature Overview

LeadSquared’s Lead Share feature lets you share a lead with a sales user for a specific period of time. This feature is especially useful in scenarios where collaboration is required for a limited time without permanently transferring ownership or access to the lead. You can also control whether the user has view (read) or edit access to that lead.

This is different from Sales Groups. Sales Groups are used to organize users and give them ongoing access to leads. This access does not expire automatically and must be manually removed. Also, leads cannot be shared across different sales groups.

In contrast, leads shared using Lead Share are:

• Shared for a limited time
• Automatically revoked after the set duration
• Can be shared with any user, regardless of group

2. Example Use Cases

Cross-team collaboration

In organizations with multi-stage sales processes, different teams may interact with the same lead at different stages. For example, a pre-sales team qualifies a lead and schedules a meeting, after which the sales team takes over for conversion. During this transition, the pre-sales team may still need temporary access for follow-ups or clarifications. Lead Share enables controlled, time-bound access without permanently assigning the lead.

Activity-based access

Certain workflows require specialized actions to be performed by different users. For instance, a lead may need to undergo loan evaluation, credit checks, or technical validation. The lead owner can share the lead with the respective user responsible for the activity, granting access only for the duration required to complete the activity.

Field sales coordination

In field sales scenarios, a user may need to collaborate with another representative who is geographically closer to the lead. The lead can be temporarily shared to enable coordination for meetings or site visits, without permanently transferring ownership.

3. Prerequisites

• This feature is not available by default. Reach out to us at support@leadsquared.com to get this feature enabled for your account.
• You must be an administrator user to set up a lead share automation.

4. How It Works

The Lead Share feature in LeadSquared works through automation triggered by activities. Once set up, leads are automatically shared with the relevant sales user when a specific activity is created or updated.

1. Create an automation: An administrator must create and publish an automation that includes the Share Lead action.
2. Trigger the automation using an activity: The automation is triggered when a selected activity (any custom activity) is added or updated on a lead.
3. Share the lead with the activity owner

   • In the automation:

     • The lead is shared with the activity owner (the user assigned to the activity)
     • You can define:
       • The access level (View or Edit)
       • The duration (minutes, days, months, etc.)
4. Sales User gets temporary access: Once the activity is logged, the selected sales user can access the lead from pages like Manage Leads and Smart Views, based on the permissions assigned.
5. Access is automatically revoked: After the specified duration expires, the sales user’s access to the lead is automatically removed (no manual action required).

5. Setting Up Lead Share

Lead sharing is set up in two steps –

1. Activity forms must capture the Activity Owner.
2. Creation and publishing of an Automation where lead share is triggered when the activity is posted.

5.1 Ensure Activity Owner is Captured

1. Navigate to Settings>Leads>Custom Activities & Scores.
2. Click the edit icon alongside the the activity type you want to add/update as the trigger for lead share.
3. On the Update Custom Activity Type pop-up, navigate to step 3 of 3.
4. If the Owner field is under the Available Fields section, drag and drop it into any of the form sections.
5. Click Save.

5.2 Create an Automation

1. On your main menu, navigate to Workflow>Automation and click the Create Automation button.
2. Select the New Activity on Lead or Activity Update on Lead trigger*.
3. Choose any custom activity, then click Save.
4. Click the plus icon. Under Actions, click Lead Actions, then click Share Lead.
5. Configure the Share Lead settings –
   1. For the Share with option, select Owner in Trigger.
   2. Select the duration you want to share the lead for.
   3. Select the access as either View Lead or Modify Lead.
   4. Click Save.
6. Now click Publish to make the automation live.

*The lead share option will only appear under the Activity Create and Update triggers and the Create Activity action.

Now that the automation is published, whenever the chosen activity is posted on a lead, the lead will be shared with the activity owner for the specified duration. For more information on activities, see Manage Activities. The sales user will now be able to view the lead after logging in.

6. Lead Share History Tab

You can view the lead share history for any particular lead, with details such as the activity, the duration the lead was shared for, and the lead share source (API or Automation). The page can be filtered by users the lead was shared with and the share status (Processing, Completed, Failed). The tab is available on the Lead Details page.

Any Questions?

Do you have questions or issues with the content in this article? Let us know in the comments section below. We’ll get back to you asap!