A Sales Brain (Playbook) is the operational engine of Vixiees that organizes and automates task distribution among the sales team. It defines what tasks must be executed, in what order, and who must perform them.
How to access Playbooks
- Navigate to the left side menu
- Click Sales Brains (Playbooks) (brain icon)
You need the "Manage Sales Brains (Playbooks)" permission. If you don't see the option, contact your administrator.
Core concepts
Funnel stages
Each Sales Brain (Playbook) has ordered stages that represent the sales funnel. Contacts progress through stages based on their commercial advancement. Stages can be marked as "Won" or "Lost" to close opportunities.
Task templates
Templates define what tasks are automatically created when a contact meets certain conditions. Each template has a numerical priority and can configure recurrence for automatic retries.
Assignment strategy
| Strategy | Behavior |
|---|---|
| None | Manual assignment only |
| First available | Assigned to the first available salesperson |
| Fair rotation | Sequential rotation among salespersons |
Priority system
Tasks are ordered by numerical priority. When multiple tasks exist for a contact, only the highest priority one is shown.
Cancellation strategies
- Never: The current task is not cancelled even if a higher priority one arrives
- By priority: Cancelled if a higher priority task arrives
- Always: Always cancelled by new tasks
Tasks with equal priority
- FIFO (First In, First Out): Oldest tasks performed first
- LIFO (Last In, First Out): Most recent tasks performed first
Assigning users to the playbook
- Open the Sales Brain (Playbook) and go to the "Assigned users" section
- Add or remove salespersons as needed
- Set daily assignment limits to balance the team's workload
- Tasks can be transferable when the assignee is unavailable or the contact has no assigned salesperson
How tasks are generated
- Periodically reviews the contacts in each Sales Brain (Playbook)
- Evaluates task templates in priority order
- Verifies the contact meets the conditions
- If no blocking higher-priority tasks exist, creates the task
- Task activates according to its scheduled date (may have a configured delay)
- Assigned to the salesperson following the priority chain
Recurrence and retries
Templates can configure automatic retries. For example: "Call every 4 hours for 3 days" or "Retry 5 times with 30 minutes between attempts". Recurrence can end automatically upon a successful call of a minimum configured duration.
Special system tasks
Predefined templates for automatic events, independent of the contact's current stage:
- Inbound calls: When a contact calls
- Missed calls: To return unanswered calls
- Inbound WhatsApp: When receiving WhatsApp messages
- Inbound email: When receiving emails
- Scheduled appointments: For scheduled meetings
- Reminders: Manually scheduled follow-ups
Conclusion
Sales Brains (Playbooks) are the backbone of commercial operations in Vixiees. Periodically review priorities and assignment strategies to optimize your team's performance.
Relevant scenarios
- No assigned salespersons: Tasks are created but not executed
- Salesperson who leaves the Sales Brain (Playbook): Their tasks become available for others if configured as transferable
- Salesperson in multiple Sales Brains (Playbooks): They see all their tasks unified and ordered by priority
- Scheduled calls: Coexist with higher priority tasks so important meetings are not missed
Was this article helpful?