Sales teams want less chaos, not more tools. If you’re tired of chasing down updates, losing track of who’s doing what, or seeing deals stall because nobody followed up, this guide is for you. Here’s how to actually use Xfactor to manage and assign sales tasks—without getting bogged down in busywork or endless notifications.
1. Get Your Xfactor Foundation Right
Before you start assigning tasks like crazy, make sure Xfactor is set up for your team. Otherwise, it’s just another to-do list nobody checks.
What actually matters: - User roles: Double-check everyone’s permissions. Sales reps should have access to the leads and accounts they’re working, but not necessarily admin features. - Team structure: If your org chart is messy, Xfactor will be too. Set up teams (e.g., SMB sales, Enterprise sales) so tasks go to the right people. - Pipeline basics: Make sure your sales pipeline stages in Xfactor match how your team really works. Don’t just go with defaults if they don’t fit.
Pro tip: Don’t overcomplicate it. You can always tweak team structure or pipeline stages later. Start lean, with just what you need.
2. Define What a “Sales Task” Means for Your Team
Not every task is worth logging. Decide what you actually want to track in Xfactor, or you’ll create a mess nobody wants to clean up.
Common sales tasks: - Call or email follow-ups after a demo - Sending contracts or proposals - Scheduling discovery calls - Updating opportunity details - Internal hand-offs (e.g., to Customer Success after closing)
What to skip: Don’t assign tasks for routine stuff people are already doing automatically, like “check email” or “log in to Xfactor.” That’s noise, not help.
Avoid the trap: If you make everything a “task,” nothing is a priority.
3. Create and Assign Sales Tasks (Step-by-Step)
Here’s how to assign a task in Xfactor so it actually gets done.
Step 1: Pick the Right Spot
- Go to the lead, contact, account, or opportunity in Xfactor where the task belongs.
- Don’t create standalone tasks unless you absolutely have to. Tying them to a record keeps context clear.
Step 2: Add a Task
- Click Add Task (usually a button or a “+” icon).
- Fill in:
- Task name: Be specific (“Send updated proposal to Acme,” not “Follow up”).
- Due date: Don’t leave this blank—deadlines force action.
- Assignee: Choose the right team member. If you’re not sure who, assign it to yourself and delegate later.
- Notes: Include relevant info (call script, file links, reminders).
Pro tip: If you’re assigning a task after a call or meeting, do it right then—don’t wait for “later.”
Step 3: Assign and Notify
- Hit Assign or Save. Xfactor will notify the assignee (usually via app and email).
- Double-check the notifications settings. If people are ignoring Xfactor emails, you’ve got a people problem, not a software problem.
Step 4: Track Task Progress
- Use the My Tasks or Team Tasks view in Xfactor to see what’s on deck.
- Sort or filter by due date, status, or assignee.
- Check in at your weekly sales meeting—skip the spreadsheet, use the tool live.
What works: Keeping task lists short and actionable.
What doesn’t: Micromanaging every step. Trust your team to get work done.
4. Use Automation (But Don’t Go Overboard)
Xfactor offers automation for recurring tasks, reminders, and follow-ups. This can save time, but only if you set it up thoughtfully.
Good automations: - Remind reps to follow up 2 days after a demo - Auto-assign tasks when a deal moves to a new pipeline stage - Nudge managers if a task is overdue by more than a week
What to ignore:
- Automation for “nice to have” tasks nobody cares about
- Overly complicated workflows that break if someone sneezes
Reality check: Automate what’s repetitive and predictable. Leave room for human judgment.
5. Keep Communication in the Tool
If you assign a task in Xfactor but then ask about it in Slack or email, you’re defeating the purpose. Centralize communication as much as possible.
- Use comments: Most Xfactor tasks let you @mention teammates and add notes.
- Attach files: Add proposals or call notes directly to the task.
- Keep updates there: If a deal changes status, update the task or close it. Don’t let things linger “just in case.”
Pro tip: Set a team norm: “If it’s not in Xfactor, it didn’t happen.” This isn’t about being rigid—it’s about not losing track.
6. Review and Adjust As You Go
No setup is perfect the first time. Check in after a few weeks and ask your team:
- Are tasks getting done, or just piling up?
- Are you tracking too much, too little, or the wrong things?
- Is anyone confused about who owns what?
If the system isn’t working, fix it. Don’t be afraid to delete unused task types or simplify your process. The goal is clarity, not complexity.
Common Pitfalls (And How to Dodge Them)
Here’s where most teams trip up with Xfactor task management:
- Over-assigning: If everyone’s got 20 tasks, nobody knows what’s urgent.
- Neglecting follow-up: Tasks assigned but never checked in on are just wishful thinking.
- Relying on memory: If you don’t check Xfactor daily, set up reminders—or it all falls apart.
- Ignoring accountability: If overdue tasks never get discussed, expect them to keep piling up.
A Few Extras Worth Considering
- Templates: If you run the same sales playbook for each deal, create task templates to save time.
- Integrations: Xfactor can often sync with your calendar or email—set this up so you’re not duplicating work.
- Mobile app: If your team’s always on the go, make sure everyone has the Xfactor app (and knows how to use it).
The Bottom Line
Don’t overthink it. Task management in Xfactor should make your sales team’s life easier, not harder. Start simple, assign only what matters, and review regularly. If things get messy, simplify. The goal isn’t to have the most tasks—it’s to close more deals, with less stress.
Keep it actionable, keep it visible, and don’t be afraid to tweak your process as you go.