If you’re tired of sales reps “forgetting” follow-ups or losing track of leads, you’re not alone. A CRM is only as useful as the habits it supports, and that means turning intentions into real, trackable tasks. This guide is for sales managers or team leads who want to use Salesrabbit to get their teams organized—and actually accountable.
We’ll walk through the nuts and bolts of creating and assigning tasks to reps, flag common gotchas, and share some real-talk on what features are worth your time.
Why Tasks Matter (and Where Salesrabbit Fits In)
Let’s be honest: most CRMs are flooded with “notes to self” that never get done. Tasks, when used right, are the antidote. They make responsibilities clear, deadlines visible, and follow-through measurable.
Salesrabbit is designed for outside sales teams, especially door-to-door or field reps. Its task feature is more than a glorified to-do list—if you use it well, it becomes your team’s accountability system.
But don’t expect magic. If you just assign a ton of tasks and hope for the best, you’ll end up with clutter and apathy. The trick is to keep tasks meaningful, specific, and easy to track.
Step 1: Get Your Basics in Place
Before you start creating tasks, double-check that you have:
- Manager/Admin access: Only certain roles can assign tasks to others.
- Your team set up: Reps need to be invited and active in Salesrabbit.
- Leads loaded: Tasks are most useful when tied to leads, not just floating reminders.
If you’re still setting up your account or team structure, pause and knock that out. Otherwise, you’ll end up redoing work or losing tasks in the shuffle.
Pro Tip: Don’t try to roll out task assignments for the whole org at once. Start with a pilot group and iron out the kinks.
Step 2: Creating a Task in Salesrabbit
Tasks can be created from a few spots, but the most common (and useful) way is from a lead’s profile. Here’s how:
- Open the Lead: Find the relevant lead in your pipeline or on the map.
- Click “Add Task” or the Task icon: Usually, there’s a plus sign or “Task” button in the lead details panel.
- Fill in the details:
- Title: Be specific. “Call back” is okay; “Call back to discuss quote” is better.
- Due date & time: Don’t skip this. No deadline = no accountability.
- Description: Optional, but use it for context or instructions.
- Task type: Some setups let you pick (call, visit, email, etc.). Use these if your team actually pays attention to them.
- Save the task.
You can also create “general” tasks (not tied to a lead), but these usually get ignored. Tie tasks to real opportunities whenever possible.
What to skip: Don’t overload reps with micro-tasks like “Send thank you email” unless your process truly depends on it. Less is more.
Step 3: Assign the Task to a Sales Rep
Here’s where a lot of teams stumble. It’s easy to make tasks for yourself, but assigning them to others takes an extra step.
- When creating the task, look for the “Assign to” field: This usually appears during creation, but you can also edit existing tasks to assign them.
- Select the rep(s) from the dropdown: Only active users appear here. If someone’s missing, check your team settings.
- Save/Update the task: The assigned rep should now see this task in their dashboard or mobile app.
Pro Tip: Assigning tasks from the mobile app is possible, but it’s way easier from the desktop interface—especially if you’re doing a batch of them.
Step 4: Tracking and Managing Tasks
Creating and assigning tasks is pointless unless you track what’s happening. Here’s how to keep things from slipping through the cracks:
- Dashboards: Use Salesrabbit’s task dashboard (usually under “Tasks” or “My Tasks”) to see open, upcoming, and overdue items.
- Filters: Narrow down by rep, lead, due date, or completion status.
- Notifications: Salesrabbit can send alerts for new or overdue tasks, but don’t assume reps read every notification.
- Follow up: Schedule a weekly review (even a quick one) to check in on task status. If you don’t, tasks will start to rot.
What doesn’t work: Relying on email notifications alone. Reps ignore them, or they get lost in inboxes. The best accountability is a quick live check-in.
Step 5: Closing the Loop—Completing and Auditing Tasks
Assigning a task is just step one. You need to make sure tasks are actually done—and done right.
- Completion: Reps can mark tasks as complete in the app. Encourage them to leave a quick note or result when they do (e.g., “Left voicemail, will try again tomorrow”).
- Audit: As a manager, occasionally spot-check completed tasks. Are they actually done, or just checked off?
- Feedback: If you see tasks getting marked complete with no real result (or lots of overdue tasks piling up), talk about it. Not to scold, but to figure out what’s broken—too many tasks, unclear instructions, or something else.
Pro Tip: Don’t treat incomplete tasks as an automatic failure. Use them as a signal—maybe your process or expectations need tweaking.
What Works (and What Doesn’t)
Works well: - Keeping tasks tied to specific leads or opportunities. - Limiting the number of tasks per rep—focus on what moves the needle. - Regular, lightweight check-ins on task status (not micromanagement).
Doesn’t work: - Assigning “busywork” tasks that add no value. - Letting overdue tasks pile up with no follow-up or discussion. - Assuming tech will solve people problems. If your reps ignore tasks, no CRM can fix that alone.
Advanced Tips (If You Want to Get Fancy)
- Task Templates: If your process is repetitive (e.g., a set of follow-ups for every new lead), see if your Salesrabbit plan supports templates or bulk task creation. Saves time, but don’t let it get out of hand.
- Automation: Some integrations let you trigger tasks based on lead status changes or other events. This can help, but only if the tasks are actually useful.
- Reporting: Export task completion data and look for patterns. Who’s consistently on top of things? Where are leads falling through the cracks? Don’t obsess over numbers, but use them to spot trends.
Common Pitfalls (and How to Dodge Them)
- Too many tasks: If everything’s urgent, nothing is. Be ruthless about what actually matters.
- Vague tasks: “Follow up” isn’t enough. Spell out what you expect.
- No accountability: If no one ever checks task status, don’t be surprised when tasks don’t get done.
- Forgetting the human element: Sometimes, a rep needs help or context—not just another task.
Keep It Simple, Iterate Often
Don’t overthink it. Start with a basic workflow: create tasks tied to leads, assign them clearly, check in regularly. Watch what works, and tweak as you go. The goal isn’t to drown your team in reminders—it’s to make sure the right things happen, when they need to.
Accountability isn’t about nagging; it’s about clarity. Use Salesrabbit’s task system to make expectations obvious, and you’ll see fewer dropped balls—and better results.