If you’re trying to wrangle a sales or outreach team, you know the tools should help—not slow you down with busywork or confusion. This guide is for anyone who wants to get their team working together inside Leadsotters without a lot of hand-holding, guesswork, or “Did you see my update?” ping-pong. I’ll walk you through a dead-simple setup, plus what’s worth tweaking (and what isn’t).
1. Decide Who Really Needs Access
Before you start inviting people, step back. Not everyone on your payroll needs to be inside Leadsotters. More users usually means more noise, more distractions, and, frankly, higher costs.
- Sales reps and SDRs: Yes, they should be in.
- Sales managers: Only if they’re actually coaching, tracking, or editing campaigns.
- Marketing or ops folks: Only if they’re helping with list building or messaging.
- Executives: Unless they’re rolling up sleeves, skip it—send them reports instead.
Pro tip: Start with a small group. You can always add more people later, but it’s a pain to prune back permissions.
2. Set Up Your Team Structure
Leadsotters lets you invite users and assign roles (e.g., Admin, Member, Viewer). Here’s what actually matters:
- Admins: Can manage settings, billing, and other users. Keep this to one or two people max.
- Members: Can run campaigns, edit leads, and collaborate.
- Viewers: Can see data but can’t make changes. Useful for compliance or oversight.
To invite teammates:
- Go to your account menu and find “Team” or “Users.”
- Click “Invite user” and enter their email.
- Assign a role—don’t just click “Admin” for everyone. Really.
What to skip: Don’t overthink user groups or custom roles unless you’ve got a massive team. For most, the built-in roles are enough.
3. Organize Your Workspaces (If You Need To)
Depending on your Leadsotters plan, you might get access to “workspaces” or folders to separate teams, clients, or projects.
- Use workspaces if: You’ve got multiple teams working in parallel and you want to keep data siloed.
- Skip them if: You’re all working the same leads or sharing campaigns. Extra layers just slow things down.
If you’re using workspaces:
- Name them clearly (“East Coast SDRs,” “Q2 Campaigns,” etc.).
- Add only the relevant users.
- Set permissions per workspace, not globally.
4. Share Lead Lists the Right Way
Here’s where things can get messy. If you’re not careful, multiple people will call the same lead, or nobody will contact them at all.
To share lead lists safely:
- Create a master list: Upload or build your lead list in one place.
- Assign ownership: Use the “Owner” or “Assigned to” field (if Leadsotters supports it) so everyone knows who’s working which leads.
- Track progress: Update lead status as you go (“Contacted,” “Interested,” “Not a fit,” etc.).
What works: Assigning leads up front. Either divvy them up manually, or let Leadsotters auto-assign if it has that feature.
What doesn’t: Letting everyone pick leads from a big pot. That’s how you annoy prospects and look unprofessional.
Ignore: Color-coding or tagging leads to death. Keep it simple: one owner, clear statuses.
5. Collaborate on Messaging (Without Stepping on Toes)
You want consistent outreach, but you also don’t want six versions of the same email floating around.
- Use templates: Leadsotters lets you create and share message templates. Make a few, get feedback, and lock them in.
- Centralize editing: Only let one or two people modify templates. Otherwise, chaos.
- Share feedback openly: Use comments or a shared doc for ideas, not endless email threads.
Pro tip: Resist the urge to “personalize” templates too much in-app. Encourage reps to add a sentence or two in their own voice, but keep the main copy standard.
6. Track Activity and Results (Without Micromanaging)
Leadsotters gives you dashboards and reports. The trick is using them to spot issues and coach—not to watch every click.
- Check daily activity: See who’s reaching out, how many leads are moving forward, and where things stall.
- Set realistic targets: Don’t obsess over open rates or reply rates in isolation; look at trends over weeks, not hours.
- Share wins and lessons: Use your team meetings to highlight what’s working, not just call out misses.
What works: Focusing on outcomes (meetings booked, deals closed) over vanity metrics.
What doesn’t: Public shaming or leaderboard obsession. Healthy competition is fine, but don’t turn your team into a pack of stress balls.
7. Handle Permissions and Privacy
If you’ve got sensitive accounts or VIP clients, be careful with who can see what.
- Restrict access: Use workspace or list-level permissions to keep certain leads private.
- Audit regularly: Every month or so, check who has access. Remove ex-employees, contractors, or anyone who’s changed roles.
Ignore: Overly complex permission schemes. If your team needs a flowchart to see who can view what, you’ve gone too far.
8. Avoid Common Collaboration Pitfalls
Even with the best tools, teams find ways to make things messy. Here’s what to watch for:
- Duplicate outreach: Avoid by assigning leads clearly. Double-check before launching mass campaigns.
- Template drift: Lock templates after review. Revisit them quarterly, not daily.
- Communication black holes: Use in-app comments, or a single Slack/Teams channel, for questions—don’t scatter updates across half a dozen tools.
- Over-automation: Automate repetitive stuff, but don’t let bots replace real conversations. Prospects can tell.
9. Keep Things Simple as You Scale
As your team grows, resist the urge to add layers, rules, and “just-in-case” processes. More complexity usually means more confusion.
- Document the basics: One-pager on “How we use Leadsotters,” shared with everyone.
- Review quarterly: What’s working? What’s getting in the way? Tweak, but don’t reinvent the wheel.
Pro tip: The best collaboration comes from clarity, not from features. If your team knows what to do, the tool just gets out of the way.
Bottom line: Setting up and managing a team in Leadsotters isn’t rocket science, but it’s easy to overcomplicate things. Start simple, set clear roles, keep your lead assignments clean, and don’t get distracted by features you’ll never use. You can always adjust as you go—just don’t let the tool become the work.