In real estate and sales, collaboration is key to success. 8020CRM's Opportunity Teams feature enables seamless teamwork by allowing multiple users to collaborate on opportunities while maintaining privacy and security. In this guide, we’ll walk through the essentials of setting up and managing Opportunity Teams in 8020CRM, ensuring your team stays organized and efficient throughout the sales process.
What is an Opportunity Team?
An Opportunity Team in 8020CRM is a group of individuals who work together on an opportunity, typically following the conversion of a lead. This feature allows for multiple team members—such as acquisition agents, transaction coordinators, and sales managers—to access and edit opportunity records. Depending on your organization’s privacy settings, only members of the opportunity team, their managers, and administrators can view or modify the opportunity, providing control over who sees what.
This setup ensures the right people are focused on the right tasks, without overcrowding their views or causing unnecessary overlap in assignments.
Setting Up Opportunity Teams
Let’s take a look at how to set up Opportunity Teams within an opportunity record.
1. Accessing Opportunity Teams
When viewing an opportunity record in 8020CRM, you’ll notice the "Team" tab, which contains the "Opportunity Team" section. This tab is where you’ll manage all team members involved in a specific opportunity. By default, you’ll see members such as the lead manager and acquisition agent who were automatically added during lead conversion.
2. Adding Team Members
To add team members manually, click “Add Team Member” and select the appropriate role. For example, you might add a transaction coordinator or a disposition agent. Assign roles carefully—each person can only hold one role at a time, even though team members often wear multiple hats. Salesforce's design limits each user to a single role per opportunity.
For instance, let’s say Kris Young is already on the team as a Lead Manager, but you need him to also handle quality assurance. You would update his role to "Quality Assurance," replacing his Lead Manager role. Keep in mind, choosing the most relevant role is key to efficient workflow.
3. Setting Permissions
When adding members, you can assign different access levels—Read or Read/Write—depending on the level of involvement required. This ensures the right people have the permissions they need to update and edit information.
Automating Opportunity Team Assignments
One of the great features of 8020CRM is its ability to automate Opportunity Team assignments. As users interact with records—such as converting a lead or assigning tasks—8020CRM automatically adds them to the appropriate opportunity roles. This saves time and reduces the need for manual updates.
For example:
Lead Manager: The user who converts the lead is automatically added as the Lead Manager on the opportunity team.
Acquisition Agent: When a lead is assigned for follow-up, the system adds the assigned agent as the Acquisition Agent.
Transaction Coordinator: If a coordinator is added during the appointment-setting process, they’re automatically included in the opportunity team.
This dynamic automation keeps your team aligned without the need for constant oversight, ensuring all members are in place and ready to collaborate.
Managing Default Opportunity Teams
Opportunity Teams can also be pre-configured for users by setting up a "Default Opportunity Team." This option allows each user to have a standard set of team members automatically added to every opportunity they own or manage.
Here’s how to set up a Default Opportunity Team:
Navigate to the user’s profile in 8020CRM.
Under "Default Opportunity Team," you can add team members like transaction coordinators or sales managers.
You can also choose whether this default team is added to new opportunities only, or to both new and existing opportunities owned by that user.
For example, Kris Young may always work with Alex Zoller as his Transaction Coordinator on every deal. By setting Alex as a default team member for Kris, Alex will automatically be added to every opportunity where Kris is the owner.
Customizing Team Roles
In 8020CRM, you can customize the roles available within Opportunity Teams to match your business processes. Some common roles include:
Disposition Agent
Transaction Coordinator
Lead Manager
Sales Manager
You can add or modify roles based on your needs, ensuring that the right responsibilities are reflected for each team member. Keeping these roles aligned with your workflow enhances efficiency and ensures data consistency across all opportunities.
Conclusion
Opportunity Teams in 8020CRM streamline collaboration, ensuring that the right team members have access to the data they need while maintaining privacy and security. With automation for team member assignments and the ability to configure Default Opportunity Teams, managing complex real estate or sales opportunities has never been easier.
For any additional questions or support, feel free to reach out to the 8020CRM team or submit a support ticket directly within the platform. We’re here to help you optimize your CRM experience and keep your teams working in sync.
Mastering Opportunity Teams is essential for efficient workflow management in 8020CRM. By following these steps, you’ll ensure that your team is organized and fully equipped to handle every opportunity with confidence.
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