How Do I Assign Staff Members/User Groups to a Lead? – iClassPro Support

IN BRIEF
You can assign leads to one or more Staff Members and/or User Groups so the right people handle communication and follow-up. You can do this one lead at a time from an individual Lead Profile, or update many leads at once with the "Mass Assign" Quick Tool. Use these options to make sure every lead has a clear owner and that no follow-up falls through the cracks.

Overview
- Staff Permissions
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

Assigning leads tells the System who is responsible for communicating with and following up on each lead. You can assign a lead to one or more Staff Members, one or more User Groups, or a combination of both.

There are two ways to assign leads:

Assign an individual lead from its Lead Profile when you want to set or adjust ownership for a single lead.
Assign many leads at once with the "Mass Assign" Quick Tool when you want to update ownership across a group of leads in one action.

Clear assignments matter because they determine who is expected to work each lead. Choosing the right method also matters: assigning from an individual Lead Profile lets you fine-tune a single lead, while the "Mass Assign" Quick Tool replaces existing assignments on every selected lead, so it is best used when you intend to reset ownership rather than add to it.

Staff Permissions

In order to access the proper areas to work the leads, Staff Members/User Groups will need to be assigned the proper permissions based on the level of access needed:

Page Permissions
- Leads Page (NONE/FULL)
Task Permissions
- Leads (NONE/VIEW/FULL)
- Delete Leads (NONE/FULL)
Report Permissions
- Leads Reports
  - Leads Report (NONE/FULL)
  - Lead Conversion Report (NONE/FULL)

Accessing the Feature

Both methods start from the Leads page.

To assign an individual lead, click the lead name to open its Lead Profile.
To assign multiple leads at once, select the leads you want and use the "Mass Assign" Quick Tool at the bottom of the window.

Step-by-Step Instructions

Assigning Staff Members and/or User Groups from an Individual Lead

From the Leads page, click the lead name to bring up the Lead Profile.
In the "Lead Details" section, select the "Staff Assignment" tab.
Select one or more User Groups and/or Staff Members to whom the lead should be assigned.
After making your selection(s), click Save.

This sets ownership for that single lead. The Staff Members and User Groups you select here are the ones responsible for communicating with and following up on the lead.

Assigning Staff Members and/or User Groups Using the "Mass Assign" Quick Tool

From the Leads page, select one or more leads to which User Groups and/or Staff Members should be assigned.
At the bottom of the window, click the "Mass Assign" Quick Tool icon.
In the "Assign Staff & Groups" window, select one or more User Groups and/or Staff Members to whom the leads should be assigned.
After making your selection(s), click Save.

This applies the same assignment to every selected lead in one action, which is useful when you need to move a batch of leads to a particular team or staff member at once.

Important: When you use the "Mass Assign" Quick Tool, the User Groups and/or Staff Members you select replace any existing assignments on the selected leads. They are not added on top of current assignments. Use this tool only when you intend to reset ownership for the selected leads.

Additional Notes

Assigning Staff Members, User Groups, or both

You can assign a lead to any combination of Staff Members and User Groups. Assigning a User Group is helpful when a whole team should share responsibility for a lead, while assigning individual Staff Members is useful when a specific person should own the follow-up. You can mix the two in a single assignment.

How "Mass Assign" differs from individual assignment

Assigning from an individual Lead Profile adjusts ownership for that one lead only. The "Mass Assign" Quick Tool, by contrast, applies your selection to every lead you have selected and replaces their existing assignments. If you only need to add a staff member to one lead without disturbing others, assign from the Lead Profile instead.

Selecting leads before using "Mass Assign"

The "Mass Assign" Quick Tool acts on the leads you have selected on the Leads page. Confirm your selection before opening the tool, since the assignment will apply to all selected leads and overwrite their current ownership.

Lead Alerts

If the Alerts Hub feature has been enabled, and Lead Alerts are selected as an Alert Type, staff members will receive an alert whenever they are assigned to a new Lead or the status of a Lead to which they are assigned is updated.

For more information about the Alerts Hub, see What is the Alerts Hub?

Troubleshooting & FAQs

I used "Mass Assign" and the previous staff assignments are gone. What happened?
- This is expected. The "Mass Assign" Quick Tool replaces existing assignments with your new selection rather than adding to them. To keep current assignments, update leads individually from each Lead Profile instead.
Can I assign a lead to more than one person or group?
- Yes. You can select one or more User Groups and/or Staff Members, in any combination, when assigning a lead.
Where do I find the "Mass Assign" Quick Tool?
- Select one or more leads on the Leads page, then click the "Mass Assign" Quick Tool icon at the bottom of the window.
I made my selections but the assignment didn't stick. Why?
- Confirm you clicked Save after making your selection(s). Assignments are not applied until they are saved.
Should I use the Lead Profile or "Mass Assign" to update one lead?
- For a single lead, use the "Staff Assignment" tab on its Lead Profile. Use "Mass Assign" when you want to apply the same assignment to several leads at once.