Command got a big overhaul, which fundamentally changes how teams run their business, in Command. Previously, personal leads/contacts and team owned leads/contacts were mixed together, and there was no way to standardize the tags, custom fields, SmartPlans, and other models/systems that a team would use, if they could. Every agent on a team has been working things in their own way, or if they were trying to standardize everything, it was very manual and tedious.
Now, we have separated an agent's personal and team Command accounts. This will be a work-in-progress, so we are starting with Contacts and SmartPlans, with other applets following shortly afterward. When using the team Command account, Enhanced or Unlimited users can create team Contact Tags, Lead Sources, Custom Fields, and SmartPlans. Using this team standardization, we can ensure that everyone on your team is following all of the standards and processes set by team Rainmakers.
- Click here to download the Team Preparation Guide.
Agent Permission Levels
In addition, you will now be able to set different permission levels, for each team member, which will control what that team member can do in the team Command account. There are three permission levels in the team Command account:
Standard - this is the default setting, and will be the basic permission level for most agents on your team. This permission level gives the agent access to view and manage the leads/contacts, in the team Command account, that they own or are assigned to, but not to create or edit team tags, custom fields, SmartPlans.
Enhanced - this is the basic permission level for the admins on your team. This permission level gives the agent access to view and manage all leads/contacts in the team Command account, and to create or edit team SmartPlans.
Unlimited - this is the permission level that all Rainmakers will have. A Rainmaker can give this to an associate on their team, but be careful with this permission level. This permission level gives full access to the team Command account. This permission level gives the agent access to view and manage all leads/contacts in the team Command account, create team tags, custom lead sources and custom fields, create or edit team SmartPlans, manage lead routes, and generally do anything the Rainmaker can do. In addition, associates with this permission level will be able to create guest user admins, request changes to the team roster, and edit agent permissions.
- Click here to learn more about agent permission levels.
Personal Command Vs Team Command
Over and above the team permission levels, there is a clear distinction between the team Command account and an agent's personal Command account:
Team Command Account
- When you create team SmartPlans, custom fields, tags and custom lead sources, the entire team will be able to utilize these, in the team Command account. This allows for your team to standardize organization and communication.
- When in the team Command account, any lead/contact that is manually added will be owned by the team, not by any one agent. Team contact imports will not be live for the initial launch, but will follow soon after.
- The permission levels you set for each associate, determines the access they have in the team Command account.
Personal Command Account
- The team will have no insight into the database organization, SmartPlans, or activities that are happening, in an agent's personal Command account.
- When an agent is in their personal Command account, every lead/contact that is added, imported or synced using PieSync (for the initial release, there will be no team version of PieSync), will be owned by the agent, not the team.
Click here for more details around personal and team Command accounts.
Transition Contacts to the Team Command Account
When your team is created and recognized in Command, there are a few things that you will need set up for your team's contact management organization:
- Team Contact Tags
- Team Custom Lead Sources (there is a default list, so you would only need to add any that are not included on that list)
- Team Custom Fields
These will be used by all of the members of your team, in the team Command account, and allows you to standardize the way leads and contacts are being organized and tracked. With that in mind, there is a way for you to prepare for this, if you have Enhanced or Unlimited permissions:
- Click here to learn how to create Custom Fields in Command.
- Click here to learn how to create Custom Tags in Command.
Transition SmartPlans to the Team Command Account
When your team is created and recognized in Command, you will need to start fresh with totally new team SmartPlans. Because these are team SmartPlans, that means your entire team will be able to utilize these and add any leads or contacts they have access to, in the team Command account, to these team SmartPlans.
When setting up team SmartPlans, any associate that has Enhanced or Unlimited Permissions will be able to create or edit these, while agents with Standard Permissions will only be able to add the leads/contacts they have access to.
If you already have the team SmartPlans set up in your personal Command account, there will be an easy way for you to transition these personal SmartPlans to the team Command account:
Use the SmartPlans Shared Library (use this workflow once team functionality is live in Command)
With the new SmartPlans Library, you will have the ability to publish SmartPlans. While you might not want to publish your SmartPlans for everyone to use, this is a great transition tool, because you can publish your Rainmaker's personal SmartPlans, once the team Command account launches, and then download them as team SmartPlans. Once they are downloaded in the team Command account, you can easily unpublish them from the SmartPlans Library and start adding leads/contacts.
- Click here to learn how to publish SmartPlans to the SmartPlans Library (only Labs participants have access to this right now, but it will be live for everyone when the team Command account launches).
- Click here to learn how to add published SmartPlans, from the SmartPlans Library, to your SmartPlans list (only Labs participants have access to this right now, but it will be live for everyone when the team Command account launches).
- Click here to learn how to unpublish a SmartPlan from the SmartPlans Library (only Labs participants have access to this right now, but it will be live for everyone when the team Command account launches)
Once you have your team SmartPlans set up in the team Command account, you and your agents will need to start adding leads/contacts. Before launch, use the best practices below to help prepare for the SmartPlans transition:
- Click here to learn best practices for transitioning contacts to team SmartPlans.