How to Hand Over a Departing Salesperson's Leads

The day a salesperson leaves, the customers should not notice. One dialog moves their open leads, appointments, tasks and scheduled messages to the person taking over, and the history keeps the name of whoever did the work.

1. Open User Management

   In the desktop CRM open Billing & Admin and choose User Management. The Users list shows everyone at the dealership with their role and job title. Only a Manager or the Master Administrator sees this menu.

2. Click Disable on the departing salesperson's row

   Find the person in the list and click Disable in the Options column. The Switch off dialog opens with their name in the title. Its first line reads Open work and counts their leads, contacts, appointments, tasks, scheduled messages and deals, so you know what is about to move.

3. Choose who takes over

   Leave Hand over their work to selected and pick the successor in the Who takes over their work list. Everyone switched on at your dealership is listed, and you are selected first when you are on the list. Pick the one person who will own these customers from now on.

4. Or choose Temporary leave

   If the person is coming back, choose Temporary leave: keep their work where it is instead. They are switched off and everything stays with them until you click Enable on their row. Use this for a vacation or a leave, never for someone who has left.

5. Click Switch off

   Click Switch off. Their login is switched off across LeadLocate and the work moves in one step. If anything stops the handover, nothing changes and the dialog tells you why. A confirmation names what moved and who has it now.

6. Remove them from your list when you are ready

   On the switched off row, Remove from list takes the person off your dealership's list. They stay switched off and keep their history, anything handed over stays with the successor, and LeadLocate can restore them for you.

You need the desktop LeadLocate CRM and a login that can open User Management, which means a Manager or the Master Administrator. The person taking over must already be on the account and switched on, because the successor list only shows people who can sign in today. If the replacement is a new hire, add them first; how to add users and roles covers it. A switched off person does not hold one of your user licenses, so if every license is in use, switch the departing salesperson off with Temporary leave, add the new hire in the license that frees up, then hand the work over to them from the switched off row.

Decide two things before you click. First, is this person leaving for good or coming back? A departing salesperson's work should move today; a rep on a two week vacation can keep it. Second, who takes over? The handover moves everything open to one person, which keeps each customer's next conversation with a single name. You can change the salesperson on individual leads afterwards, and switching them off also takes them out of the round robin, so new leads go to the people still in the rotation. Look over the person's appointments for today as well, so the successor knows who is walking in.

The handover moves the departing salesperson's open work in one step: open leads, contacts, upcoming appointments, tasks including missed ones, to do items, follow up processes in progress, deals and desking deals, scheduled texts, emails and voicemail drops, open conversations, the lead sources and drip feeds assigned to them, and the call alert settings they were on. Their credit applications in SecureWebX move too, and an apply link they shared before leaving credits the successor when a customer uses it. This is the clean way to reassign leads when a salesperson leaves: nothing sits waiting under a name nobody answers to.

History stays exactly where it happened. Sold and dead leads keep the departing salesperson, so the deals they closed stay theirs. Every message, note, call and timestamp keeps their name, which is what the dialog means when it says messages, notes and call history keep their name. Each lead that moved gets a note on its record saying it was handed over from one person to the other and by whom, so anyone who opens the lead later knows why the name changed.

Leave your number and a lead specialist calls you back to answer your questions about pricing, coverage, and setup. Mon - Sat, 9:00 AM - 6:00 PM Pacific.

Prefer to talk right now? Call or text 844-376-2274.

A confirmation appears at the top of the Users page. It starts with Switched off and names what moved and who has it now. If you chose Temporary leave, it says their work stays where it is. The person's row now offers Enable, which brings the same login back, and Remove from list.

Switching off also takes the person out of the round robin and takes their cell off a Forward Calls To list the CRM built for you, so new leads and inbound calls stop reaching their phone. A ring list you set by hand stays exactly as you set it, so check it once.

The successor sees the work right away: the leads in their Leads list, the appointments and tasks on their Workspace and calendar, and the queued messages under their name in the Scheduled Messages panel. Open any lead that moved and the handover note sits in its history, above the departing salesperson's earlier notes, calls and texts, all still under the original name. Credit applications show the successor as the assigned user in SecureWebX.

When you are ready to tidy the list, Remove from list takes a switched off person off your dealership's Users page. They stay switched off and keep their history, anything handed over stays with the successor, and LeadLocate can restore them for you.

User Management is not in your menu. Your role is User. A Manager or the Master Administrator can switch the person off for you, or give you the access.

The person you want is not in the list. The list holds everyone switched on at your dealership except the person leaving. Add or enable the successor first, then open the dialog again. If the list reads Nobody else here is switched on, only Temporary leave is offered.

The dialog says nothing changed. The handover runs as one step, so if anything stops it, the person stays switched on and every lead stays where it was. Read the message, fix what it names and try again.

The person was switched off earlier without a handover. Their row shows Hand over their work. It opens the same dialog with the handover only, and its button reads Hand over.

You picked the wrong successor, or removed the wrong person. Open a support ticket. Our team can undo a handover, which returns whatever the successor still holds, and can restore a person to your list. For anything else, our support team can see your screen with you and fix it on the call.

The account admin can do the same thing from the My LeadLocate account portal. Open User Access, click Switch off on the person's row, choose who takes the work in Successor or choose Temporary leave, and confirm. The result is the same handover, with the same rules about what moves and what keeps the departing salesperson's name, and the person is signed out of the CRM right away. How to manage account access covers the rest of that screen.

Adding the replacement is covered in how to add users and roles, and deciding who gets new leads from here on is in how to set up round robin. The successor's first morning with the new book starts in how to use the Workspace, and the credit applications that moved are worked as described in how to review applications in the inbox. Every other guide is in the Help Center.

What happens to a departing salesperson's sold deals?

They stay with the departing salesperson. The handover moves open work only, so sold and dead leads, and every note, message and call they made, keep their name. Their open deals and desking deals move to the successor.

Can I split a departing salesperson's leads between several people?

The handover sends everything open to one successor, which keeps each customer with one name. Afterwards you can change the salesperson on individual leads, and your round robin settings decide who receives new leads.

Can a switched off salesperson come back?

Yes. Click Enable on their row and the same login works again. After Temporary leave their work is still theirs; after a handover the work stays with the successor until someone moves it.

Does switching someone off free a user license?

Yes. A switched off person does not count toward your user licenses, so you can add the replacement in the seat they leave. If you need more users than the account carries, request more licenses from the Users page.

Switch off with a handover comes with LeadLocate CRM on a month to month plan. Watch the recorded demo, or talk to our team about moving your store over.

Prefer to talk right now? Call or text 844-376-2274.