If you’re running a B2B sales team and tired of manual lead tracking, this guide will walk you through setting up automated lead tracking in Champify. You’ll get the real steps, a few shortcuts, and a heads-up about what’s worth your time (and what isn’t). This isn’t for folks who want another “pipeline dashboard”—it’s for people who want to know which leads actually matter and how to act on them without drowning in busywork.
Why bother automating lead tracking?
Let’s be honest: your reps hate updating spreadsheets, and you’re not getting the visibility you need. Manual lead tracking is error-prone and, frankly, a waste of everyone’s time. Automation isn’t magic, but when set up right, it can:
- Surface high-value leads quickly (especially those with buying intent)
- Cut down on tedious admin work
- Give you cleaner, more reliable data for forecasting and prioritization
Champify is built for this kind of thing, especially if you care about tracking people who change jobs or move into your target accounts. But like any tool, it’s only as good as the setup.
Step 1: Get the basics ready
Before you start clicking around, make sure you’ve got your ducks in a row. Otherwise, you’ll end up automating chaos.
What you’ll need:
- A Champify account (with admin or integration privileges)
- Access to your CRM (usually Salesforce or HubSpot)
- A clear definition of what qualifies as a “lead” for your team
- A short list of target accounts (if you want to track leads that move companies)
Pro tip: If your team doesn’t agree on what counts as a good lead, stop here and sort that out first. Automation amplifies messiness if you don’t have standards.
Step 2: Connect Champify to your CRM
Champify’s main value comes from integrating with your core systems, so don’t skip this.
How to connect:
- Log in to Champify and head to the integrations/settings section.
- Find your CRM (usually Salesforce or HubSpot) and select “Connect.”
- Follow the authentication prompts. You’ll likely need admin credentials.
- Map fields: Champify will ask which CRM fields to use for things like contact email, job title, company, and lead status.
- Don’t overthink field mapping. Start with the basics (name, email, company) and add more later if you need them.
- If you run into “field not found” errors, your CRM admin may need to create or expose those fields.
What works: The integration is usually straightforward. If you hit a wall, it’s almost always a permissions issue—double-check those first.
What doesn’t: Don’t bother syncing every field just because you can. More data isn’t better; it’s just more clutter.
Step 3: Define your lead tracking rules
This is the “brains” of your setup. Champify tracks people who change jobs, re-enter your target accounts, or land at competitors. Decide what triggers matter to you.
Common triggers to set up:
- Job changes: Get an alert when someone your team knows (a past customer or prospect) lands at a new company.
- Company matches: Flag leads who move into your target accounts list.
- Title or department: Only track certain roles (e.g., “VP Marketing” but not “Intern”).
- Engagement triggers: Notify your reps if a lead opens an email, clicks a link, or fills out a form (if you connect marketing tools).
How to configure:
- In Champify, go to the Automation or Lead Tracking Rules section.
- Add a new rule and choose your trigger (e.g., “Job Change”).
- Refine with filters—by title, company size, industry, etc.
- Choose who on your team gets notified (individual rep, entire team, or just yourself).
- Test your rules with sample data before turning them on.
What works: Start with one or two high-value triggers. You can always add more, but too many notifications = ignored notifications.
What doesn’t: Don’t try to automate every possible scenario. You’ll end up with alert fatigue and your reps will tune it all out.
Step 4: Set up lead routing and ownership
Automated tracking is only useful if the right person acts on the lead quickly. No point in surfacing hot prospects if they get stuck in limbo.
Routing options:
- Assign by account owner: If the lead lands at an account already owned by a rep, send it straight to them.
- Round robin: Distribute new leads evenly among your team.
- Custom logic: Route based on territory, product line, or seniority.
How to do it in Champify:
- Go to Lead Routing settings.
- Pick your preferred assignment method.
- Set fallback rules (e.g., if no owner, send to a generic “inbox” or sales manager).
- Test the flow—create a test lead and watch where it lands.
Pro tip: If you’re a small team, simple assignment works best. If you’re bigger (or have weird territories), spend a bit more time on this step.
Step 5: Automate notifications and follow-up tasks
Don’t trust people to check dashboards. Make sure actions land in places reps actually look—like email, Slack, or CRM tasks.
How to set up notifications:
- Email: Most common; set up instant or daily digests.
- Slack: Push alerts to specific channels or direct messages.
- CRM Tasks: Auto-create a follow-up task in Salesforce or HubSpot.
Honest take:
- Email works, but gets ignored fast. Slack is better for urgency, but only if your team actually uses it. CRM tasks are best for accountability, since they show up in rep workflows.
- Don’t flood people. Give reps the option to set their own notification preferences.
What to ignore: Fancy in-app dashboards. No one checks them unless forced.
Step 6: Review and clean up your automation
The first week or two, you’ll get too many (or too few) notifications. That’s normal. Now’s the time to clean up.
What to do:
- Review which alerts led to actual action (meetings booked, deals opened, etc.)
- Cut or tighten rules that create noise.
- Add new triggers if you’re missing obvious opportunities.
- Check data quality—are job changes accurate? Are leads routed correctly?
Pro tip: Do a weekly “automation retro” for the first month. Ask reps what’s useful and what’s just noise. Iterate.
Step 7: Track results and keep it simple
Don’t let this automation become another black box. You want to know if it’s helping close deals, not just generating activity.
How to measure success:
- Response time: Are reps following up with new leads faster?
- Conversion rates: Are these leads actually moving through the pipeline?
- Rep feedback: Are they acting on alerts, or ignoring them?
If you’re not seeing real impact after a month, revisit your triggers and routing. Maybe you’re tracking too many “meh” leads—or not enough of the right ones.
Final thoughts: Start small, stay honest
Automated lead tracking can save a ton of time and uncover gold you’d otherwise miss—but only if you keep it focused and keep checking what’s actually working. Don’t get sucked into building a Rube Goldberg machine of triggers and notifications. Start with the basics, listen to your reps, and tweak as you go. The best automation is the kind you barely notice—because it just works.