Assigning Leads

Every lead in Leadflip has an owner: the team member responsible for following up. Owners are visible on the lead card, drive filtering and reporting, and determine the sender when emails or campaigns are configured to send "from the assigned user."

Where ownership shows up

The lead's owner appears in several places:

• Kanban board. Each card shows the owner's avatar or initials.
• Lead Detail drawer. The Owner field is in the header.
• CRM filters. Filter leads by owner from the top of the board.
• Email and campaign sender resolution. When a sender is set to "Assigned user", that's the owner the system uses. See Campaign Creation and Automation actions.
• Notifications. Task assignments and other notifications go to the owner by default. See Notifications.

Assigning a single lead

1. Open the lead by clicking it on the Kanban board. The Lead Detail drawer slides in.
2. Click the Owner field in the header.
3. Pick a team member from the dropdown. The list shows all users in your account.
4. Save. The assignee's avatar appears immediately on the card and the change is logged on the lead's activity timeline.

To unassign: pick Unassigned at the top of the same dropdown.

Bulk assigning from the Kanban board

For batches of leads:

1. On the board, tick the checkbox on each lead card you want to assign. Or use Select all at the top of a column to grab everything visible.
2. The bulk actions toolbar appears at the bottom.
3. Click Assign.
4. Pick the team member.
5. Confirm. Every selected lead is reassigned and an activity event is logged on each one.

The bulk action respects your current filters. If you're filtered to "Unassigned" leads in stage "New", that's exactly the set that gets assigned.

Tip: The fastest way to clear an inbox of unowned new leads is to filter by Owner = Unassigned, sort by oldest first, then bulk-assign to the team member on rotation.

Default assignment from imports

When you import leads from CSV, the import drawer has an Assignee picker. Every newly created lead gets that owner by default. Bulk-import workflows commonly use this in one of two ways:

• Assign all imports to a triage user who reviews and reassigns after seeing the data.
• Assign each batch to the campaign owner who's working that source.

If you leave Assignee at "Unassigned" on the import, the imported leads have no owner until you assign them.

Default assignment from forms and API

• Forms. Submissions create leads with no owner by default. Use an Automation rule to set the owner based on the lead's data (e.g., assign by region) or to round-robin across the team.
• API. The POST /api/leads endpoint accepts an owner_id field. If omitted, the lead is created unassigned. See API Endpoints.

Visibility based on assignment

Most Leadflip accounts give every team member access to every lead. If you have row-level permissions configured (Roles & Permissions), an "Owner only" or "Owner + manager" scope might restrict who can see which leads. See Roles documentation for definitions.

Workload reporting

Use the Owner filter at the top of the Kanban board to see one team member's workload at a time. Combine with the stage filter to answer questions like:

• "Who has the most leads sitting in 'Contacted' for more than 7 days?"
• "How many 'Qualified' leads does each rep currently own?"

Best practices

• Assign promptly. Lead value decays over time. An unassigned lead is, in practice, an un-followed-up lead.
• Document round-robin rules. If you have a defined rotation, capture it in an Automation rule so it doesn't depend on someone remembering whose turn it is.
• Reassign when people leave. When a team member is offboarded, bulk-reassign their open leads to their replacement (or to a triage user) before deactivating them.
• Watch the Unassigned bucket. Set up a weekly check or an automation that alerts when leads sit unassigned for more than 24 hours.

What assignment does NOT do

• It does not change the lead's pipeline stage. Use stage transitions for status changes.
• It does not send an automatic notification to the new owner by default. Configure a "When owner changes, notify the new owner" automation if you want that behavior.
• It does not retroactively apply to past deliveries, campaigns, or distribution events. Assignment changes the current owner only.

Related articles

• Kanban Board. Where assignment shows up visually
• Lead Detail View. The drawer with the Owner field
• Search, Filtering & Sorting. Filter by owner
• Importing Leads from CSV. Default assignment on import
• Notifications. Alerts to owners