This document provides an overview of the new Pods and Automation Rules features. These tools are designed to streamline client assignments and help teams manage high-volume lead sources more effectively.
1. Roles and Permissions
Access to Pod features depends on your user role:
Team Leaders & Coding Leaders: Full access to create, edit, and manage Pods and Automation Rules.
Associate Members: Restricted to viewing the list of existing Pods.
Main Team Leader: Retains global access to all clients across the system, regardless of their Pod assignment.
2. Creating a Pod
To set up a new Pod, leaders must navigate to the Pod Management screen and provide the following details:
Product Name: The specific service or category.
Source: The origin of the leads (e.g., "Agency Clients").
Pod Leader: The designated supervisor for the group.
Pod Members: The specific agents assigned to handle these leads.
3. Setting Up Automation Rules
Automations ensure that incoming leads or updated clients are funneled to the right place without manual intervention.
Triggers & Conditions
Trigger | Scope |
New Inquiry | Strictly for new clients entering the system. |
Stage Change | Applies to both new and existing clients. |
Tag Added | Applies to both new and existing clients. |
Conditions can be further refined using attributes like Name, Email, Phone Number, or Source.
Actions
You can set the system to assign the lead to a specific individual agent or an entire Pod.
[!CAUTION]
Important Note on Reassignment: Be careful when selecting the "multiple times per client" option. If enabled, clients may be frequently reassigned to different pods every time a status change or tag update occurs.
4. Claiming Leads
When a client is assigned to a Pod, they become available for members to "claim."
UI View: In the client list, the system will display the Pod Name rather than an individual agent's name.
How to Claim: Members (like Daniel Scott) can claim a lead from either the List View or directly within the Client Profile.
Technical Tip: We are currently improving the UI auto-refresh. If a lead has already been claimed by someone else but is still visible on your screen, you will receive a toast notification informing you it has already been taken.
5. Mobile Access & Future Updates
Mobile Functionality: Currently, mobile users can only claim leads via the Client Profile view. Pod/Automation creation is restricted to the desktop platform.
Trial Period: This is a trial release. We are working on adding more condition triggers and fixing the "manual refresh" requirement for the lead claim screen in upcoming updates.
You may review the video recording for your reference.