If you run a sales team, you already know: keeping everyone on track is half the battle. Sticky notes, spreadsheets, endless emails—none of that cuts it when you want your reps to close deals instead of chasing down what they’re supposed to do next. This guide is for sales managers (and team leads) who want less chaos and more clarity. We’ll walk through how to assign and manage tasks in Membrain, a CRM that tries to make sales process less of a headache.
Let’s get into the practical stuff—no fluff, no empty promises. Just real steps to help you and your team spend less time organizing and more time selling.
1. Get Your House in Order: Set Up Membrain for Your Team
Before you can manage or assign anything, your Membrain workspace needs to reflect how your team actually works. If your CRM is a mess, your task management will be, too.
Start with these basics:
- Define your sales process. Break down the stages your deals go through (e.g., Prospecting, Qualification, Proposal, Closing). Membrain works best when you map these out.
- Add your team members. Make sure every sales rep, manager, and support role is added as users in Membrain. Assign the right permissions—don’t give everyone admin access just because it’s easier.
- Clean up your pipelines. If you’ve got old, dead deals or irrelevant data, archive or delete them. Outdated info wastes everyone’s time.
Pro Tip: Don’t try to set up everything at once. Focus on getting the basics right—sales stages, active team members, current deals. You can always tweak as you go.
2. Understand Tasks in Membrain: What They Are (and Aren’t)
Tasks in Membrain are pretty straightforward: they’re action items tied to deals, prospects, or just general follow-ups. But they aren’t project management tools or a replacement for one-on-one communication.
What works: - Assigning calls, emails, meeting preps, and follow-ups - Attaching tasks to specific deals, contacts, or pipeline stages - Setting due dates and reminders so nothing slips through the cracks
What doesn’t: - Managing big, cross-team projects—Membrain isn’t built for that - Endless subtasks or fancy dependencies (keep it simple)
Avoid turning tasks into your team’s personal to-do list dump. If everything is “urgent,” nothing is.
3. How to Assign Tasks to Your Sales Team in Membrain
Let’s get practical. Here’s how you actually assign tasks, step by step.
Step 1: Navigate to the Right Place
- Go to your main dashboard.
- Open the deal, prospect, or contact you want to assign a task for.
- Look for the “Tasks” or “Activities” panel—Membrain may call it either, depending on your setup.
Step 2: Create a Task
- Click the “Add Task” button.
- Fill in the task details. Be specific—“Call client to confirm meeting” beats “Follow up.”
- Set a clear due date and time. Avoid vague “someday” tasks.
Step 3: Assign the Task
- Choose the team member responsible. Membrain usually gives you a dropdown of users.
- Add any relevant notes or context in the description—don’t make your rep guess what you want.
Step 4: Attach the Task (When It Matters)
- If the task ties to a specific deal or contact, link it directly. This keeps everything in one place and avoids “What is this about?” confusion.
- For general tasks (like “Team meeting prep”), you can leave it unattached, but be sparing with these.
Step 5: Set Reminders (But Don’t Overdo It)
- Membrain lets you set pop-up or email reminders. Use these for truly time-sensitive stuff, not every minor task.
- Too many reminders = your team stops paying attention.
Step 6: Save and Notify
- Hit save. Membrain will usually notify the assigned user automatically (email or in-app).
- If it’s really important, a quick message or mention in a team chat doesn’t hurt—just don’t become the boy who cried wolf.
4. Tracking and Following Up: How to Stay on Top Without Micromanaging
Assigning tasks is only half the battle. You’ll want to know if things are actually getting done.
Use Membrain’s built-in features:
- Task list views: Filter by user, due date, or deal. Great for your weekly team meeting or pipeline review.
- Overdue tasks: Membrain flags these in red (or your theme color). Don’t ignore them—but also, ask why they’re overdue. Sometimes it’s a sign that a deal is stalled or the task wasn’t clear.
- Completion notes: Encourage reps to leave a quick note when they complete a task, especially if it’s not obvious what happened (“Left voicemail, will try again Thursday” beats just checking it off).
What to skip:
Don’t obsess over every late task. People get busy, and sometimes priorities change. Focus on patterns, not one-offs.
5. Automate Where It Makes Sense (And Where It Doesn’t)
Membrain lets you automate certain tasks, like creating follow-up reminders when a deal hits a new stage. This can save time, but it’s easy to go overboard.
Smart automations: - Auto-assigning follow-up calls after a proposal is sent - Reminding reps to update deal status each Friday
What to avoid: - Blanket automations that assign everyone the same generic task (they’ll start ignoring them) - Workflows that are so complex nobody remembers what triggers what (if you need a flowchart, it’s probably too much)
Pro Tip: Start small. Automate one or two pain points, then see if it actually helps before rolling out more.
6. Common Pitfalls and How to Dodge Them
Don’t treat Membrain as punishment. If you only use tasks as a stick (“You missed this again!”), your team will see it as busywork. Use it to help, not to hassle.
Avoid “task explosion.” If every tiny thing becomes a tracked task, the important stuff gets buried. Use tasks for what matters—calls, meetings, key follow-ups.
Don’t forget the human part. No CRM replaces a quick chat or a phone call when something’s unclear. If a task keeps getting missed, talk to your rep, don’t just reassign it.
Resist the urge to overcomplicate. Fancy automations and endless custom fields sound great, but they often create more confusion than value. Stick to the basics until your team proves they need more.
7. Keeping It Going: Tips for Staying Organized
- Review tasks weekly. A 10-minute review beats a month of chaos.
- Update as you go. If your process changes, update your stages or task templates. Don’t let Membrain get stale.
- Ask for feedback. Your reps know what’s working and what’s a pain. Adjust based on what actually helps them sell.
Wrapping Up
Managing and assigning tasks in Membrain isn’t rocket science, but it does take a bit of discipline. Get your basics set up, assign tasks clearly (and sparingly), and use the tracking tools to spot real issues—not just to play task police. Keep it simple, listen to your team, and don’t be afraid to adjust as you go. The goal isn’t to have the world’s fanciest CRM—it’s to help your sales team spend less time chasing their tails and more time closing deals.