If you’re running a remote team, you already know the drill: missed deadlines, lost messages, “Wait, who was supposed to do that?” chaos. If your team’s using Voiptimecloud to manage calls and customer outreach, you might be wondering if it can also help you get a handle on assigning and tracking tasks. Short answer: yes, but only if you use it right—and don’t expect miracles.
This guide cuts through the fluff and shows you how to actually assign and monitor tasks for remote teams inside Voiptimecloud. No hand-waving, just specifics. If you’re a manager, team lead, or just someone tired of chasing your coworkers on Slack, read on.
1. Know What Voiptimecloud Is (and Isn’t)
Before you start, it’s worth understanding what you’re working with. Voiptimecloud is built for call centers, outbound sales, and customer support. It’s not a full-blown project management suite like Asana or Jira. But it does have some decent tools for organizing work, setting reminders, and keeping tabs on what your team is up to.
What works: - Assigning calls, follow-ups, and reminders to individuals or groups - Tracking call outcomes and notes - Monitoring activity and performance stats
What doesn’t: - Kanban boards or complex workflows - Deep integrations with non-calling tasks (docs, bug tracking, etc.)
If your team’s work is mostly about calls, follow-ups, and keeping track of outreach, great. If you’re trying to manage design sprints or software development, this probably isn’t your main tool.
2. Set Up Users and Teams the Right Way
You can’t assign or monitor anything if your user setup is a mess. Take the time to get this right—future-you will thank you.
Step-by-step: 1. Create user accounts for everyone. Go to the Users section and invite every team member who’ll be making or receiving calls, or handling tasks. 2. Organize users into teams or groups. Use Voiptimecloud’s team/group features. Typical breakdowns: by department (Sales, Support), by region, or by project. 3. Set roles and permissions. Make sure only managers can assign tasks, or that only certain people can access sensitive call data. The permission system isn’t rocket science, but it’s worth double-checking.
Pro tip: If you’re migrating from another system, don’t dump everyone in as “admin.” Give people only what they need—you’ll avoid headaches later.
3. Assign Tasks (Calls, Follow-Ups, Reminders)
In Voiptimecloud, “tasks” usually revolve around calls, follow-ups, or reminders. Here’s how to actually assign them:
Assigning Calls
- Manual assignment: When uploading a list of contacts, you can assign specific contacts (and therefore the calls) to individual agents or groups.
- Automatic distribution: Use Voiptimecloud’s dialer settings to distribute calls evenly or based on skill.
- Re-assign as needed: If someone’s out sick or overloaded, you can reassign their calls to someone else.
Setting Follow-Ups and Reminders
- After a call, agents can set a follow-up directly in the interface. It’ll pop up as a reminder on their dashboard.
- Managers can create reminders for team members—handy for chasing up on high-priority leads.
Pro tip: Don’t rely on memory. Always log the follow-up in the system, even if you mention it on a call or in chat. If it’s not tracked, it didn’t happen.
4. Use Task Notes and Statuses (But Keep It Simple)
Every task or call in Voiptimecloud can have notes and a status (like “In Progress,” “Completed,” “Callback Needed”). This is where most teams mess up: they either go overboard with custom statuses or ignore them entirely.
What works: - Use clear, simple statuses. “To Do,” “In Progress,” “Done,” “Callback.” - Keep notes short and to the point. “Left voicemail, call back Tuesday” beats a novel.
What to ignore: - Over-customizing statuses for every tiny workflow. It clutters reports and confuses your team. - Using the notes field for full meeting transcripts. That’s what CRM or docs are for.
5. Monitor Progress: Dashboards and Reports
This is where Voiptimecloud does a decent job—if you know what to look for.
The Basics
- Activity dashboards: See who’s called whom, who’s got follow-ups pending, and who’s falling behind.
- Task/completion reports: Pull up reports by user, team, time period, or call outcome.
What’s Actually Useful
- Missed/overdue tasks: These are gold. Find out who’s missing follow-ups or letting leads get cold, and step in early.
- Call outcomes: Don’t just track volume. Look at how many calls actually resulted in a meeting, sale, or resolution.
- Workload balancing: If one agent has 40 tasks and another has 5, fix it before they burn out or get bored.
What to Ignore
- Vanity metrics. Total talk time or number of dials only matter if they lead to results. Don’t get hypnotized by big numbers.
Pro tip: Schedule a quick weekly review. 10 minutes is usually enough to spot who needs help and who’s got things under control.
6. Keep Communication Tight (and in the Right Place)
Voiptimecloud isn’t a chat app, but it does let you leave notes and some comments on tasks and calls. For anything more complicated—like handing off a tricky client or discussing strategy—use your team chat or email.
How to avoid chaos: - Use Voiptimecloud notes for specifics about a task or call (“Needs manager approval,” “Left message”). - Use chat/email for anything that needs context or a back-and-forth. - Don’t try to force non-call tasks (like “review the Q2 report”) into Voiptimecloud. It’s not built for that. Use a real project management tool if you need to.
7. Automate What You Can (But Don’t Overdo It)
Voiptimecloud has some automation, mostly around call distribution, reminders, and notifications. Use these to reduce manual grunt work, but don’t think automation will solve all your management headaches.
What’s worth automating: - Call assignments (use the auto-dialer) - Follow-up reminders for missed calls or no-answers - Simple notifications (“You have 5 overdue callbacks”)
What to skip: - Over-complicated workflows that try to turn Voiptimecloud into a full project hub. It’s just not built for it.
8. Review and Adjust Regularly
No system is perfect out of the box. Every month or so, look at: - Are tasks getting missed or duplicated? - Are some team members overloaded? - Are the dashboards giving you actual insight, or just noise?
Tweak your setup. Trim unnecessary statuses, adjust permissions, and remind the team to log follow-ups properly. Don’t be afraid to change things if they aren’t working.
Quick Recap & Real-World Advice
- Voiptimecloud can handle most call-related task management, but don’t expect it to replace a full project tool.
- Assign tasks clearly, keep notes short, and check the dashboards regularly.
- Use automation for the boring stuff, but keep your workflow simple.
- Don’t try to force every kind of work into Voiptimecloud—use the right tool for the job.
Keep it simple, keep talking to your team, and iterate as you go. The best systems are the ones people actually use—so don’t let “best practices” get in the way of what works for you.