Team Sub-Assignment in Backoffice and Middleoffice

Vixiees allows assigning task templates to specific teams (backoffice/middleoffice) instead of to the Sales Brain (Playbook) sellers. This is useful for operational tasks that must be managed by specialized teams.

What is team assignment

Normally, tasks are assigned to Sales Brain (Playbook) sellers. With team assignment:

• The template is linked to a specific team
• Tasks are only distributed among members of that team
• The Sales Brain (Playbook) sellers do not receive these tasks

Configuration

To assign a template to a team:

1. Navigate to Playbooks > [Playbook] > [Stage] > [Task Template]
2. Open the Task options section
3. In Assigned team, select the desired team
4. Save changes

System templates (incoming call, incoming WhatsApp, etc.) cannot be assigned to teams.

How distribution works

When a task is created from a template with an assigned team:

1. The system looks for the last team member who managed that contact
2. If they exist and are available, the task is assigned to them
3. If not, the task remains transferable for any team member
4. Team members see these tasks in their separate queue

Differences from commercial assignment

Typical use cases

Backoffice team

• Document verification
• Contract management
• Post-sale administrative tasks

Middleoffice team

• Contact data validation
• Technical qualification
• Proposal preparation

Important restrictions

• Not compatible with predictive calls: If you activate a team, you cannot use predictive calling
• Custom templates only: System templates do not support teams
• Automatic reassignment: When changing the team, all pending tasks are unassigned for redistribution

Team management

To create or modify teams:

1. Go to Settings > Teams
2. Create a new team or edit an existing one
3. Add the users who will be part of it
4. Save changes

Users can belong to multiple teams simultaneously.

Behavior when changing the team

When you change the assigned team for a template:

• All pending tasks (status "created") are unassigned
• A background process runs to recalculate assignments
• Tasks are redistributed according to the new team
• You will see a "Recalculating tasks" indicator while processing

Conclusion

Team assignment allows separating operational tasks from commercial ones, ensuring that specialized teams manage the appropriate tasks without interfering with the main commercial workflow.

Relevant scenarios

• Companies with post-sale support teams separate from the commercial team
• Processes requiring validation by specialized teams
• Organizations with a middleoffice that qualifies contacts before passing them to sellers