Use team roles to delegate responsibilities on a lead or deal. Delegate assignments manually or save time using an automated workflow to assign tasks and route emails to a team role. Optionally, you can assign a team member to each role on a lead or deal.
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How team roles work
Create team roles that match up with your team members' job descriptions. You can assign a member to any team role on a lead or deal.
When something changes (e.g. a deal moves from one stage to another and triggers an automated workflow), BrokerEngine assigns a task, sends an email, or alerts the user assigned to that role within that specific lead or deal.
Where you can use team roles
Leads, deals, and reviews - Assign a team role to a team member. That user receives updates when the contact signs a document or someone adds a note.
Workflow tasks - Assign a task to a team role in an automated workflow. When a workflow reaches the trigger point on a board card, BrokerEngine assigns the task to the person assigned to the
Boards - Use filters to display cards specific team roles.
Stage goals - Assign a stage due task to a team role. When the card reaches that stage, the person assigned to that team receives an update.
Emails - BrokerEngine can automate emails to and from team roles in workflows. When the workflow reaches that trigger point on a board card, BrokerEngine sends an email to (or from) the person assigned to that team role for the card. For example, if you have a reminder set seven business days after requesting a client sign documents, BrokerEngine can set the email reminder's From address to the support user assigned to that deal.
Assigned Teams vs Team Roles
If you have joined BrokerEngine recently you may not see the option to create 'Assigned Teams'. We have redacted and replaced this feature with a more powerful 'Team Roles' functionality. User's who joined BrokerEngine previous to the introduction of 'Team Roles' still have access to the Assigned Teams functionality so as to not disrupt their workflow set ups. We encourage all users to switch to Team Roles as it has all the same functionality of Assigned Teams, plus more.
The Assigned Teams feature divides your brokerage into groups that work together. For example, a large company might have several brokers, support users, admin staff, and marketers. One broker might create a team of three people, which includes one support user and an admin.
While teams allow you to keep contacts and work within a group, you can set up team roles to send tasks or information to the most qualified person (or people) based on skills or experience. You can create team roles in BrokerEngine (e.g. QA Tester or Post Settlement) and then assign different people to team roles on each board card.
Assigned Teams are static and universal. They're the same across boards and usually don't change much from month to month. Team roles are dynamic and can change from card to card. For example, a broker assigns Quinn to the role of Loan Processor on a lead. On a different lead, the broker assigns Taylor to the role of Loan Processor. When a workflow automation assigns a task to the Loan Processor role, BrokerEngine assigns the task to Quinn for the first lead and Taylor for the second lead.