If you’re managing a field sales team, you know the chaos that comes from unclear or overlapping territories: wasted time, double visits, missed leads, and reps stepping on each other’s toes. If you want your team to actually focus and sell more (instead of playing cartographer), you need a territory system that works. This guide walks you through setting up and assigning sales territories in Spotio—without getting lost in the weeds. Whether you’re brand new or just cleaning up a mess, you’ll find practical steps and some honest advice on what to skip.
Who This Is For
- Sales managers, ops folks, or team leads running field sales (door-to-door, B2B local, service pros, etc.)
- Anyone who wants their reps to know exactly where to go and who to see
- Folks who’d rather not spend days wrangling spreadsheets or arguing over ZIP codes
Step 1: Get Your Spotio Account Set Up
Before you even think about territories, make sure you’ve got the basics sorted.
- Admin access: You’ll need admin or manager rights in Spotio to create or assign territories.
- Team roster: Add your reps to Spotio first. You can’t assign territories to people who aren’t in the system.
- Data import: If you already have customer or lead data (addresses, ZIP codes, etc.), import that now—Spotio lets you bulk upload .csv files.
Pro tip: Don’t obsess over perfect data. Start with what you have. Clean up as you go.
Step 2: Decide How You Want to Define Territories
Spotio gives you flexibility, but that’s a double-edged sword. Here are your main options:
- Draw on the map: Free-draw custom shapes for neighborhoods or odd-shaped areas.
- By ZIP code: Assign entire ZIP codes to reps.
- By city, county, or state: For large teams or wide coverage.
- By list: Upload a list of addresses and assign as a “static” territory.
What works?
- Drawing is great if your market doesn't fit neat boundaries, but it can get messy fast.
- ZIP codes are easy, but only if your customers cluster that way (they often don’t).
- Overlapping territories are a headache—avoid unless you have a really good reason.
Skip: Overcomplicating things. Start with broad strokes; you can always split up territories later.
Step 3: Create a New Territory in Spotio
Time to get your hands dirty.
- Open the Map View: This is the heart of Spotio. You’ll see your coverage area.
- Click “Territories” or the Map Tools: Usually a polygon or shape icon.
- Choose How to Define the Territory:
- Draw: Select the drawing tool (polygon, rectangle, circle). Click points on the map to outline your territory.
- By ZIP/Area: Search or select predefined boundaries.
- By List: Upload or select addresses, then group them as a territory.
- Name Your Territory: Use names reps will recognize. (“North Hill,” not “T-102.”)
- Color Code: Assign a color—this makes it way easier to spot on the map.
- Save: Confirm and save your new territory.
Pro tip: Don’t create too many tiny territories unless you have a massive team. It’s a pain to manage.
Step 4: Assign Territories to Reps
Now for the part that actually matters—giving people ownership (and accountability).
- Select the Territory: In the map or list, click on the territory you just created.
- Assign Users: There’s usually an “assign” or “add user” button. Pick one or more reps.
- You can assign multiple reps to a territory, but this can create confusion unless it’s intentional (e.g. team selling).
- Set Permissions: Decide if reps can edit the territory, or just view and work leads inside it.
- Save Assignments: Double-check you’ve got the right people on the right turf.
What works?
- One rep per territory keeps things simple. If you need coverage for vacations, handle that separately.
- Use Spotio’s filters to make sure you haven’t left any “no man’s land” unassigned—or given the same turf to three people by accident.
Step 5: Communicate the Assignments
Don’t just set it and forget it—your team needs to know.
- Send out a map screenshot or summary: Visuals help. Spotio can export maps.
- Explain boundaries and expectations: Make it clear who owns what, and what happens if leads cross borders.
- Set up notifications: Spotio can alert reps when they’re assigned a new territory.
Skip: Long meetings to “get buy-in.” Just be transparent and open to feedback.
Step 6: Monitor and Adjust
Territories aren’t “set and forget.” Markets shift, reps leave, and you’ll realize your first guess wasn’t perfect.
- Spotio’s reporting: Check activity and results by territory. Are some areas untouched? Are reps cherry-picking?
- Reassign as needed: If someone’s overloaded or a neighborhood’s underperforming, it’s easy to redraw or reassign.
- Review quarterly (or monthly): Don’t let things get stale.
Pro tip: Keep the process light. It’s better to tweak often than do a painful overhaul once a year.
What Doesn’t Work (And What to Ignore)
Here’s where most folks trip up:
- Making territories too small or granular: You’ll spend all your time managing them instead of selling.
- Letting reps “claim” turf themselves: Recipe for chaos and resentment.
- Ignoring feedback from the field: If your team says a boundary doesn’t make sense, listen. They’re the ones knocking on doors.
Skip: Fancy features like “heat mapping” unless you actually plan to use them. They’re cool in demos, but rarely used in real life.
Common Questions
Can I import existing territory maps?
Sort of. You can upload address lists or sometimes KML/shape files, but you’ll probably need to redraw or tweak in Spotio.
What if reps cover multiple territories?
You can assign them to more than one, but keep it simple. Too much overlap confuses everyone.
Can I prevent reps from seeing or working leads outside their territory?
Yes, Spotio has permission controls. Just be careful—sometimes leads cross boundaries, so don’t lock things down so tight you miss opportunities.
How detailed should I get?
Start broad. Split up only if there’s a clear need (too much driving, one rep drowning, etc.).
Keep It Simple (and Stay Flexible)
You don’t need a degree in geography or a full-time admin to manage territories—just some common sense and a tool like Spotio. Start with big chunks, communicate clearly, and adjust as you go. The real goal is to get your team selling in the right places, not to build the perfect map. Iterate, listen to your reps, and don’t be afraid to redraw the lines. That’s how you actually win in the field.