Sales teams run on action, not just talk. If you’re reading this, you’re probably trying to get your group to actually do the tasks you agree on—without endless Slack messages or sticky notes. You want to know how to use Breakcold to assign and monitor team tasks so nothing falls through the cracks, and so you don’t have to chase people down like a hall monitor.
This guide is for folks who want practical, honest steps for using Breakcold to keep their sales team on track—without micromanaging or getting lost in a mess of features.
1. Understand How Tasks Work in Breakcold (and What They're Not)
Before you dive in, let’s clear up what Breakcold’s task system can and can’t do.
What works: - You can create tasks linked to leads, contacts, or general sales activities. - Tasks can be assigned to team members. - You get basic reminders and notifications when things are due.
What doesn’t (at least as of mid-2024): - There’s no advanced project management (think Asana/Trello-style boards). - You won’t find deep automation, recurring tasks, or custom workflows yet. - Reporting is focused on sales activities, not generic team productivity.
Bottom line: Use Breakcold for sales-related tasks. If you need full-blown project management, you’ll need another tool. But for tracking calls, follow-ups, and who’s doing what with leads, it does the job without getting in your way.
2. Set Up Your Team for Collaboration
You can’t assign tasks unless your team is in the system. Here's how to get everyone set up:
- Invite your team: Go to your Breakcold dashboard, hit “Team Settings,” and send invites to each member’s email.
- Set roles: Assign roles carefully. Most sales teams don’t need complicated permission structures. Stick to “Admin” and “Member” unless you have a good reason.
- Sync your contacts: Import your leads and clients so tasks can be attached to real sales opportunities.
Pro tip: Keep your team list clean. Remove ex-employees and double-check emails to avoid confusion when assigning tasks.
3. Assigning Tasks: Step-by-Step
Now, the meat of it—actually putting tasks on people’s plates.
Step 1: Find Your Contact or Deal
- Navigate to the relevant lead, contact, or company in Breakcold.
- You’ll see a “Tasks” or “Next Step” panel—usually on the right or in a tab.
Step 2: Create a Task
- Click “Add Task” or the plus (+) icon.
- Enter a clear, specific description. (“Follow up after demo” beats “Call.”)
- Set a due date. No date = no accountability.
Step 3: Assign the Task
- Choose the team member from the assignment dropdown. Don’t assign everything to yourself “for now”—that’s how you end up doing it all.
- Optional: Add notes with context if it’s not obvious why the task exists.
- Save.
Step 4: (Optional) Add a Reminder
- You can usually set reminders in Breakcold to nudge the assignee as the deadline gets close.
- Don’t overdo it—too many reminders, and people just start ignoring them.
What to ignore: Don’t bother with “task priority” unless your team is mature enough to use it. Most small teams just need to know what’s due when.
4. Monitoring Progress (Without Micromanaging)
Assigning tasks is step one. Making sure they get done is where most CRMs fall down. Here’s how to actually keep tabs in Breakcold:
Use the Task List or Dashboard
- The main dashboard usually shows “My Tasks” and “Team Tasks.” Filter by assignee to see who’s overloaded (or slacking).
- Check the “Overdue” section. This is where you spot fires before they spread.
Review Tasks Linked to Deals
- Open any deal or contact to see all tasks attached to it—what’s done, what’s pending, and who’s up next.
- This is handy for handoffs between reps. No more “Wait, did someone already call this guy?”
Use Notifications—But Don’t Rely on Them
- Breakcold will ping you when you’re assigned a task or when something’s overdue.
- But notifications are easy to miss or ignore. Make it a habit to check the dashboard at the start of your day.
Pro tip: If you’re managing the team, do a 5-minute daily check-in on the team tasks view. Don’t wait for the end of the week—small problems become big ones fast.
5. Reviewing and Closing Tasks
Don’t let your task list become a graveyard of half-done work. Here’s how to keep things clean:
- Mark tasks as complete: When you finish something, hit “Complete” right away. Don’t let it pile up.
- Add notes: If something changes (client ghosts you, deal goes cold), update the task with a quick note before closing.
- Reassign if needed: If someone’s out sick, don’t let tasks sit. Reassign them to keep the ball rolling.
- Delete useless tasks: If a task is obsolete, delete it. No shame in cleaning up.
What to ignore: Don’t obsess over “archiving” every task. Just focus on what’s open and what’s actually moving deals forward.
6. Keeping the Team Accountable (Without Nagging)
Tools can only do so much. Here’s what actually works to keep everyone honest:
- Set expectations: Make it clear that open tasks in Breakcold are the to-do list. No side spreadsheets.
- Keep it visible: Use the team task board during your sales standups or weekly meetings so nothing gets swept under the rug.
- Avoid task overload: If someone has 50 open tasks, something’s broken. Either the process is too granular, or they’re not closing things out.
Pro tip: Celebrate task completion as a team metric. It’s not about “checking boxes,” it’s about moving deals forward. If tasks are getting done, your pipeline is moving.
7. What to Watch Out For (A Few Honest Warnings)
Breakcold is solid for sales-focused task management, but here’s where you might hit friction:
- No recurring tasks: If you need “Call every month,” you’ll have to recreate tasks manually for now.
- Basic reporting: You’ll get visibility on tasks, but don’t expect deep analytics or trend charts.
- Limited integrations: Breakcold plays nice with email and LinkedIn, but don’t expect it to sync with every tool in your stack just yet.
If you’re fine with those tradeoffs, you’ll move faster than most teams who drown in overcomplicated CRMs.
8. Keep It Simple and Iterate
Don’t try to build Rome in a day—especially not in your CRM. Start with just tracking the “next step” for every lead. Once your team is doing that reliably, add more structure if you need it.
The more you use Breakcold for real sales activity—not just to “tick boxes”—the more useful it gets. Review your setup every month or so. If a feature isn’t helping, skip it.
Remember: The best task system is the one your team actually uses. Keep it simple, keep it visible, and don’t be afraid to trim the fat as you go.