If you’re running a sales team, you know the chaos: deals falling through the cracks, nobody sure who’s following up, and endless pings about “next steps.” Sales tools should help, not make things messier. This guide is for anyone who wants to actually get value out of Salesblink—not just tick boxes for the boss. I’ll walk you through building workflows that make sense, keep your team on the same page, and skip the fluff.
Why bother with workflows?
Let’s get one thing straight: workflows aren’t magic. They won’t turn a disorganized team into sales rockstars overnight. But a good workflow can:
- Cut down on duplicate work (“Wait, you already emailed them?”)
- Make sure nothing gets dropped
- Help new hires ramp up without a million questions
- Give you a clear view of what’s actually happening
If you’re hoping for a tool that sells for you, look elsewhere. But if you want fewer headaches and more deals closed, workflows are worth your time.
Step 1: Set up your Salesblink workspace with your team in mind
First off, if you haven’t already, get your team into Salesblink. Don’t just invite them and hope they figure it out. Take five minutes to set up your workspace so it’s actually usable.
Tips:
- Create clear user roles. Decide who needs admin rights, who’s just doing outreach, and who’s only watching.
- Group by function. If you have SDRs, AEs, and account managers, organize them in Salesblink accordingly. Don’t make your SDR wade through AE deals.
- Keep it simple. Don’t overcomplicate your structure. The fancier you get, the harder it’ll be to manage.
Pro tip: If you’re a small team, skip the fancy hierarchy. You can always add more structure later.
Step 2: Map your real sales process (not the one you wish you had)
Don’t start building workflows just because Salesblink says you can. Take a step back and write down—on paper, whiteboard, wherever—how your leads actually move from cold outreach to closed deal.
- What’s the first touchpoint? (Cold email, call, LinkedIn?)
- How many follow-ups do you send?
- When do you hand off to another team member?
- What needs approval, and who gives it?
- Where do deals get stuck?
You’re looking for the real process, not the one from the sales playbook nobody follows.
Why bother? Because if you base your workflows on wishful thinking, your team will ignore them. Build for reality, not fantasy.
Step 3: Build workflows in Salesblink that match your process
Now you can actually use Salesblink’s automation to make things work better. Here’s how to build out a workflow that fits your team:
3.1. Create pipeline stages that make sense
Don’t use default stages unless they fit your process. Rename or add stages to reflect what your team actually does. Typical stages might be:
- New lead
- Contacted
- Replied
- Demo scheduled
- Negotiation
- Closed won/lost
Keep it tight: More than 6-7 stages and things get muddy. You want clarity, not a maze.
3.2. Set up automated sequences (but don’t let robots annoy your leads)
Salesblink lets you build sequences—automated email and call steps. Here’s how to do it right:
- Write your own messages. Templates are fine for structure, but personalize as much as possible.
- Add human review checkpoints. Don’t automate the entire journey. Set manual steps for when a lead replies or does something unexpected.
- Space things out. No one wants six emails in three days.
What to ignore: Over-the-top automation promises. You still need real conversations to close deals.
3.3. Assign ownership and keep it visible
In Salesblink, assign deals or tasks to specific team members. This avoids the “I thought you were following up” problem.
- Set clear owners for each stage.
- Use tags or custom fields for things like industry, deal size, region, etc. This makes sorting and reporting way easier.
3.4. Use tasks and reminders (but don’t create noise)
Tasks are helpful, but don’t go nuts. Set reminders for important stuff: follow-up calls, proposal deadlines, contract reviews. Don’t flood everyone with tasks for every single email—people will just ignore them.
3.5. Keep your workflow flexible
You’ll outgrow your first workflow. Build it so you can tweak things as your team grows or your process changes.
Step 4: Make collaboration natural (not forced)
Salesblink has features for collaboration, but you have to set them up so people actually use them.
- Shared notes: Use them to leave context for teammates, not just to log “called, no answer.”
- @mentions: Tag teammates when you need their input, not for every update.
- Deal history: Train your team to check the history before reaching out, so you don’t double-dip.
Pro tip: If people are still Slack-ing each other about every lead, your workflow isn’t clear enough.
Step 5: Track what’s working (and fix what isn’t)
Don’t fall in love with your first workflow. Sales is messy, and you’ll notice bottlenecks or steps that don’t make sense pretty quickly.
- Use Salesblink’s reporting. Look for stuck deals, slow stages, or reps with too much on their plate.
- Ask your team. If they’re skipping steps, find out why. The workflow might be the problem—not them.
- Iterate monthly. Set a recurring check-in to tweak your process. Small changes add up.
What to ignore: Fancy dashboards that nobody uses. Focus on a few key numbers: time in stage, response rates, and closed deals.
Real-world pitfalls (and how to avoid them)
Here’s where most teams trip up:
1. Over-automation
It’s tempting to automate everything. But if you do, you risk sounding like a robot and missing genuine opportunities. Use automation to handle the boring stuff—reminders, task assignment, basic follow-ups. Keep real conversations human.
2. One-size-fits-all workflows
Every sales org is different. Don’t just copy someone else’s setup or use whatever Salesblink gives you out of the box. Tweak until it fits your team’s actual day-to-day.
3. Ignoring feedback
If your team hates the workflow, they’ll work around it. Make it safe for them to speak up, and actually change things when it’s not working.
Pro tips for keeping your workflow alive
- Document changes. Every time you update the workflow, note what changed and why. Saves headaches later.
- Train as you go. Don’t wait for a giant “training session”—show people new steps as they come up.
- Celebrate improvements. When something works better, call it out. People are more likely to stick with it.
Keep it simple, keep it moving
Sales workflows aren’t about perfection; they’re about making your team’s life easier. Start small, build what you actually need, and don’t be afraid to change things as you go. The best workflow is the one your team actually uses—so keep it simple, stay flexible, and don’t let the tool get in the way of the work.