Field Sales Territories for Admins and Sales Managers

1. Feature Overview

Auto-distribute leads that are in close proximity to your users using Field Sales Territories. Create territories within a geography and assign sales users/teams/groups to them. All leads inside or near this territory will be evenly distributed among the assigned users. With the Territories feature, you can –

  • Carve out territories within a city using a pin code or draw the territories on the map.
  • Create sub-territories within the main one.
  • Auto-distribute leads within the relevant territories among sales users.
  • View leads in different locations on the map.
  • Assign Sales Managers to monitor different territories.
  • Allow/restrict sales users from adding new leads beyond their assigned territories.
  • Track the progress of the sales users within the territory.

Note:

 

2. Prerequisites

  • You must be an Administrator or a Sales Manager to manage territories.
  • This is a paid feature. To enable this feature on your account, contact your account manager, or write to support@leadsquared.com.
  • Before you get started, enable Lead – Switch to v2 on Mobile App Additional Settings.

 

3. How it Works

  1. Create an Activity – Create a custom activity FieldSales-Lead Distribution with the details given in this article. This activity will be posted on the Lead Details page whenever a new lead gets distributed by Territories.
  2. Create an Automation – Create an automation for lead distribution. Add a webhook action to this automation with the details mentioned in this article. This automation is used to distribute system created leads among users in a particular territory.
  3. Add Territories – Create new territories by drawing or selecting a region on the map. Then, assign users/sales groups/sales teams to these territories. You can also create parent-child territories or sub-territories. Now, configure the Territories settings.
  4. Distribute Leads – Once you’re done creating territories, the system owned leads will automatically be distributed among the assigned users based on their proximity. If multiple users are assigned to a territory, the leads are distributed in a round-robin manner.

 

4. Create an Activity

Create a custom activity with the following details –

Field Details
NameFieldSales-Lead Distribution 
Description Field Sales Lead Distribution activity type
Score0
DirectionInbound
Delete ActivityUncheck 
Track LocationUncheck 
Log Activity ChangesChecked 
Allow pre-dated ActivitiesChecked 
Show in Activity ListChecked 
Allow AttachmentsUncheck 
Quick AddUncheck 
Lock ActivityChecked. Select Marketing User, Sales Manager, Sales User 
Note: To know more about how to create a custom activity, refer to How to Add Custom Activity Types.

LeadSquared - Add custom activity - Lead distribution

 

5. Create an Automation

  1. Navigate to Workflow>Automation and click Create Automation.
  2. On the pop-up window, click Build from Scratch. Then, under Lead Trigger, click New Lead.
  3. On the next window, check Trigger on Import and click Save.
  4. Once you can view the Automation screen, click .
  5. Click Custom and select Webhook. On the webhook form, fill the following details –
    • Name – FieldSales LeadDistribution. 
    • URL – https://fieldsales-in21.leadsquared.com/api/distribution/v1/lead. Click on Verify icon beside the URL and wait for a Success message. 
    • Custom Header Name – Authorization.
    • Custom Header Valuecd4d6dedc24ad83f48a1627615a4910f9a736f99b9d238782f7a8fe9eb832410
    • Notify on failure Add the user to be notified if the automation fails.
    • Retry Count – 2 (Optional).
  6. Click Save.
  7. On the automation page, click Publish.

Note:

  • While adding a webhook, you must create a https URL. Your content type must be application/json.
  • To know more about creating an automation, refer to Automation – Feature Guide.
  • For more information on Webhooks, see Webhooks.

LeadSquared - Add an automation

 

6. Add Territories

To draw or select territories –

  1. Navigate to Apps>Field Sales Territories and click Add.
  2. Enter the Territory Name.
  3. To draw a territory on the map yourself, click Draw. To select an entire area or pin code as your territory, click Select.
    • If you click Draw, you can draw your territories using the icons at the bottom of the map.
    • If you click Select,  you can enter a pin code under Area to select your territory.
  4. Pick a colour to represent the territory.
  5. Under Assign Users, Sales Groups, and Sales Team, select and assign users, teams, or sales groups to the territories. Click Reset to remove the assignment.
  6. To assign a time limit to the territories, enable Seasonal Allocation and enter the expiry date.
  7. The toolbar on the map allows you to perform the following actions –

LeadSquared - Toolbar

IconAction
LeadSquared - pan modeLets you drag the map and view different locations.
LeadSquared - circleLets you draw a circle on the map.
LeadSquared - Free hand drawLets you freehand draw your territories.
LeadSquared - draw straightLets you draw a territory with straight lines.
LeadSquared - EraseLets you erase all your unsaved territories.
LeadSquared - MergeLets you merge two overlapping territories.
LeadSquared - remove overlapLets you save the overlapping portion of two territories and erase the other parts.
LeadSquared - remove newLets you erase the new territory drawn on top of the old one and the overlapping portion.
LeadSquared - UndoUndo button.
LeadSquared - RedoRedo button.
LeadSquared - Move icon barLets you drag and move the icon bar anywhere on the map.

Note: 

  • The search bar on the map only presents a location pin on the map. The Area bar under the Select section outlines the location you searched for on the map.
  • If you assign multiple users to a territory, leads will be distributed among them in a round-robin manner.
  • Only Administrators and Sales Managers can view the colours of the territories they created. The territories displayed to Sales Users are uniform in colour.

LeadSquared - Add New Territories

 

7. Create Sub-Territories

You can create parent-child territories (or sub-territories) by drawing them within/over another territory. There can be a total of 5 sub-territories for every territory. Users can be assigned to the sub-territory even after it is created. If no user is assigned to the leads inside a sub-territory, the leads will be distributed to the users assigned to the parent territory.

Note: When created, leads are first tagged to the smallest sub-territory.

LeadSquared - Create sub territories

 

8. Map Actions

You can perform these actions using the icons displayed on the right side of the map –

IconAction
LeadSquared - Zoom inZoom in.
LeadSquared - Zoom outZoom out.
LeadSquared - pegmanDrag and drop the icon on the map to open street view. You can view the images of the location from various angles using this feature.
Leadsquared - Hide leadsLets you hide leads. Click the same button again to view the hidden leads.
LeadSquared - Lead filterYou can filter leads based on the lead list, stage, and date range.

LeadSquared - Map actions

 

9. Manage Areas

Once you’ve added your territories, you can view them on the left side of your screen under Areas.

  • To search for specific territories, use the Search bar.
  • To filter/sort your territories, click LeadSquared - Filter areas.
  • To get a detailed view of your territories and their hierarchy (parent-child territories), enable Expand All Areas.
  • Alongside the relevant territory, click Three dots.
    • To edit your territory, click Edit.
    • To clone your territory, click Clone. You can reuse territories by cloning and customising them according to your requirements.
    • To permanently delete your territory, click Delete.

LeadSquared - Manage Areas

 

10. Manage Users

Once you’ve allocated users to your territories, you can view them on the left side of your screen under Users.

  • To search for specific a user, use the Search bar.
  • To filter/sort your users, click LeadSquared - Filter areas.
  • To get a detailed view of the territories and leads assigned to the users, enable Expand All Users.
  • To edit the allocation of territories to users, click LeadSquared - edit territory allocation.
Note: Only system-owned leads are distributed on the Territories page.

LeadSquared - Manage Users

 

11. Settings

Navigate to the bottom left corner of the screen. To export the details of all your territories, assigned users, and leads, click Export.  To view the settings, click LeadSquared - Settings.

LeadSquared - Export and settings

11.1 General Settings

Under General, to group leads based on their geographical properties, enable Show Cluster View.

LeadSquared - Enable cluster view

 

11.2 Access Settings

Click Access to view the access settings. You can allow/restrict your sales users from creating leads beyond their assigned territories by enabling/disabling Allow lead creation beyond territory. You can also define a Sales Region for Sales Managers to add territories in –

  1. Enter the Sales Manager’s name under Defining Sales Region and click Select/Draw.
  2. Enter the Sales Region name.
  3. To draw a Sales Region on the map yourself, click Draw. To select an entire area or pin code as your Sales Region, click Select.
    • If you click Draw, you can draw your regions using the icons at the bottom of the map.
    • If you click Select,  you can enter a pin code under Area to select your regions.
    • To find previously created Sales Regions, enter the Sales Region Name under History.
  4. Click Assign.
Note: The Sales Managers can only add territories within the defined Sales Region.
LeadSquared - Define Sales Region

11.3 Customization Settings

Click Customization. You can now customise the colours and pins to indicate different lead stages and lead lists. You can also enable/disable grid view on the territories page. This setting lets you create territories in grids. Once you enable it, you can use this toolbar to draw territories –

LeadSquared - Grid mode toolbar

To draw a territory in grid view, click draw in grid view.

Note:

  • Enabling/disabling grid view will delete all the territories and allocations already created.
  • You can only create territories as grids after enabling grid view.
  • The Access and Customization settings are available only to Administrators. They are applied on all LeadSquared accounts of the company.
  • The customised pins will only be visible to the Admins and Sales Managers on the web app.

LeadSquared - Grid view

 

Any Questions?

We’d love to answer your questions or hear your unique use cases. Feel free to share your experiences in the comments section below.

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