🧠 How Agent Teams Work
Agent Teams let you group your staff into teams so leads can be routed and viewed based on how your business actually operates — by inquiry type, location, or skillset. Instead of every agent seeing every lead, you decide who sees what, which keeps your team focused and gives inquiries a faster, more accurate response.
A few things to know up front:
Teams are optional. If you don't set any up, Lead Management works the way it always has — everyone sees everything, like one big team.
Agents can belong to multiple teams. A single agent can sit on your Golf team and your Events team without any extra configuration.
Agents don't have to be on a team. If someone doesn't fit neatly into a team, that's fine — they can still be assigned leads directly.
There's no limit on the number of teams you can create.
⚙️ How to Create a Team
Log in to your Noteefy Admin Portal.
Navigate to Admin Settings → Teams.
Click '+ Create New Team' to open the Create New Team panel.
Enter a Team Name (e.g., "Group Golf," "Weddings & Events," "Membership").
Pick a Color for the team. This color becomes the team's label across Lead Management, so choose something distinct from your other teams.
Click + Add Member and select the agents and managers who should belong to this team. You can add as many as you need. [SCREENSHOT: Create New Team panel with Team Name, Color picker, and Team Members list visible]
Click Add Team to save.
Teams can be edited or removed any time from the same Teams page using the pencil and trash icons next to each team.
⚙️ How to Configure Lead Access
Once your teams exist, decide how much each agent can see. This is set under General Settings on the Teams page.
You have three options:
All Leads — Agents see every lead across the account. Best when your team is small or fully cross-functional.
Team-Associated Leads — Agents only see leads tied to the teams they belong to. Best when you want clear ownership by department or property.
Assigned Leads — Agents only see leads assigned directly to them. Best for agents who work independently or handle a specific book of business.
This setting applies to agents only — managers and admins always retain full visibility.
🔁 How Lead Assignment Works with Teams
When you assign a lead, you'll now select two things:
The Team the lead belongs to (e.g., Group Golf, Weddings & Events, or No Team)
The Assignee — the specific agent within that team
This two-step assignment makes sure the lead is routed to the right team context, which matters when an agent belongs to multiple teams. Once assigned, the lead displays the team's color label so anyone viewing the pipeline can tell at a glance who owns it.
💡 Best Practices
Build teams around how leads actually flow. If different inquiry types go to different staff (e.g., outings vs. memberships), that's your team structure. Don't over-engineer it.
Use distinct colors. Team colors show up on every assigned lead, so pick colors that are easy to tell apart at a glance.
Start with "Team-Associated Leads" for most setups. It's the middle ground — agents see what's relevant without being buried in noise from other departments.
Don't worry about edge cases. Agents who don't belong to a team can still be assigned leads directly, and leads can be assigned with "No Team" if they don't fit a category yet.
Revisit your teams seasonally. As your staff and inquiry mix change throughout the year, your team structure should too.
📞 Need Help?
Reach out to your Noteefy Customer Success Manager or email [email protected] for hands-on support.