Team and quota
Who works in the project with which role, what the role allows and how the hours quota counts.
You set up a project's team and its hours quota in the Edit project dialog. You open it via the pencil in Company → Projects or with Edit project on the project page, see Projects.
Team: project team
In the Project team block you set a Role for each person. The role applies only in this project. One person is enough to start.
Whoever has the permission ‘Manage projects’ or is project lead in the project (area ‘Edit project’) may change the team.
Under Project team, click Add person.
Under Role, choose one of the four roles (table below).
Under Employee, choose the person. Each person appears only once in the project. If their permission profile has a default role, Leadmode adopts it.
Click Save.
With Withdraw you take a person out of the project. When saving, every row must be filled with a different person.
The four roles
| Role | Intended for |
|---|---|
| Project lead | Leads the project: assigns leads, changes flow, team and compensation. |
| Salesperson | Edits leads, makes calls, books appointments. |
| Backup salesperson | Like salesperson, but may only read files. |
| Read only | Sees leads, appointments and files, changes nothing. |
What the role allows at most in the seven project areas:
| Area | Project lead | Salesperson | Backup salesperson | Read only |
|---|---|---|---|---|
| Leads and work list | Lead | Edit | Edit | View |
| Calendar | Lead | Edit | Edit | View |
| Flow and outcomes | Change | View | View | View |
| Reports and review | Manage | No access | No access | No access |
| Import and export | Import | Import | Import | Export |
| Files | Edit | Edit | View | View |
| Edit project | Allowed | No access | No access | No access |
The lower value of the role and the person's permission profile always applies. A project lead with the profile ‘Read only’ can therefore change nothing. For the profiles, see Roles and permissions.
Role in the project
Besides the role, you can give each person a Role in the project: Opener, Setter or Closer. The selection is in the staffing at the person; the default is No role (sees everything). The role only determines which stages the person sees in the work list and in the pipeline, never what they are allowed to do. Rights, leads, search and counters stay unchanged, and anyone without a role sees all stages. Which stages a role sees you set in the project’s flow, see Set up the sales flow.
Restrict
Next to an assigned row is Restrict. There you lower individual areas, for this person in this project only, below what the role allows. For each area you choose ‘Same as role: …’ or a lower level. You cannot go higher; for that, choose a different role. The number next to the button shows how many areas you have restricted.
Only own leads
For salespeople and reserve salespeople, the staffing has the switch Only see own leads. When it is on, the person sees in this project only leads that belong to them, that have a task for them or that they created themselves. This applies everywhere: list, search, work list, history, emails, telephony and the AI interface. The switch does not exist for project leads and viewers; they see everything as before. Other projects and people without the switch stay unchanged.
The switch only narrows what a person sees and grants no additional rights. Assigning or moving leads remains the job of the project lead. Whoever may change the staffing may change it.
Pool, replenishment and reservation
With the pool you set how many open leads each person should have at the same time. You find the settings on the project page under Team and compensation in the tab Pool and handover. Project leads see this tab.
Pool per person
Under Capacity you set the Target per person: this many own open leads they should have. Open means the lead belongs to the person and is neither won nor lost. Next to it Leadmode shows the current Pool and the Room, that is, how many leads are still missing. With Refill automatically Leadmode fetches leads itself as soon as the pool falls below the Threshold. If the threshold is empty, half the target applies. Click Save for each person. There is no fixed upper limit.
Get more leads
In the work list a bar at the top shows “Pool 12 of 20”. With Get more leads you take free leads into your pool, at most until the target is reached. If no target is set, the bar only shows the number of free leads. A lead never lands with two people at once. A lead is free if it belongs to no one, is still open and reachable by phone or email, is not paused or blocked and is not reserved.
If Refill automatically is on, Leadmode tops up your pool as soon as it falls below the threshold. You then see a note saying how many leads were added.
Distribution by the project lead
Under Distribution proposal Leadmode shows how many free leads each person would get: in proportion to their room and never more than they have room for. With Confirm proposal you distribute the leads. Under Latest deliveries you see who got how many leads and whether they were fetched, refilled automatically or distributed.
Reservation
On the lead card there is Reserve. After that, everyone sees “Being worked on by … until …” there. Other people can then not dial the lead, not document a call or result and not send an email. The reservation first lasts 15 minutes and extends itself as long as you keep the card open. If you close the card or the connection drops, it expires on its own. With Release you end it earlier. The project lead can take it over with Take over.
Handover when staff change
If someone is out, goes on vacation or changes project, you hand their work over to another person. As project lead you do this in the tab Pool and handover in the section Handover.
Choose the previous person under From and the receiving person under To. They must work in the project and be active.
Switch on what is handed over: Leads, Open email replies, Tasks and Agreed callbacks. Leadmode shows you beforehand how much each of these is.
Choose the time: Now or Scheduled with date and time. A Note is optional.
Click Hand over now or Schedule handover.
History, key figures and bonus of past work stay with the previous person. Only future ownership changes. Future appointments as host also stay with the person; Leadmode tells you how many there are.
The Log lists completed handovers with their numbers and scheduled ones with a status: scheduled, executed, cancelled or failed. A scheduled handover runs shortly after the chosen time and can be stopped with Cancel until then. If the receiving person is no longer eligible by then, the handover appears in the log as failed, with the reason.
Compensation
How the project is billed to the client and what employees in the project earn is described under Compensation. In the Edit project dialog you find Edit compensation on the right. The Compensation tab on the project page shows the earnings per person and is only visible with the permission ‘Compensation’.
Quota
The quota is the hours per month that the client may expect in the project. You set it under Edit project → Edit quota. The button needs the level ‘Lead’ in the Calendar area in the project. Without that level, you only see the progress. The dialog has three tabs.
Tab ‘Quota’
| Field | Meaning |
|---|---|
| Hours / month | Monthly quota. Empty or 0 means: no quota. |
| Counting method | Which time counts towards the quota. |
| Billing stops at the quota | The hourly rate of the compensation bills at most the hours of the quota. Only possible if the project has a monthly hourly rate and the quota counts the same as the compensation. Otherwise the switch states the reason. |
The Counting method has five values:
| Counting method | What counts |
|---|---|
| Same as compensation (default) | The time by which the hourly rate is billed. Without an hourly rate, the reported call blocks count. |
| Reported call blocks | Duration of the completed call blocks according to the block report, minus free time. |
| Measured working time | Times that Leadmode measures from calls, documentation and email and that count under the project's time rule. |
| Conversation time (net) | Only the time in which a conversation was held. |
| Call time (gross) | From dialling to hanging up, even if nobody answers. |
How a telephony block counts
A telephony block counts only with a confirmed block report. The block time is made up of the work (telephony, documentation, other), the waiting caused by disruptions and the break. Planning alone is not performance. Goodwill counts as additional time delivered. Project leads and admins can correct goodwill and billable time in the report. The details are under Time tracking.
Tab ‘Scheduling’
Report before further scheduling: If the switch is on, new calling blocks are locked as long as a past block has no report.
Tab ‘Time tracking’
Here you set which time Leadmode measures (call time, documentation time, email time) and what counts as working time, including upper limits per section. These rules only take effect if the counting method is ‘Measured working time’, directly or via the compensation. More under Time tracking.
Then click Save. A dot on the tab shows unsaved changes.
Where you see the quota
- In the Overview of the project page as a ring with a percentage and ‘X h of Y h per month’, plus ‘scheduled’ and ‘buffer’ if present. Green is within range, yellow from 80 %, red from 100 %.
- In the project list in the Quota column.
- In the calendar as an overview of the project quotas.
Actions
An Action is a period with a fixed hours target, for example 20 hours in four weeks. While it runs, this target counts instead of the monthly quota. You find it on the project page in the Actions tab. Organisation admins and the project lead may create, edit and end them.
Click New action (or Create first action).
Enter Number, optionally a Name (for example ‘Autumn push’), Start, End and the Hours target.
Optional: Buffer in hours or percent (hours beyond the target that are still acceptable) and Appointment target (first meetings booked that this action should reach).
Click Save.
Completion: With at the end date (default), the action ends on its end date. With after hours are used, start and end are only a plan: the action keeps running past the planned end until the confirmed hours reach the hours target or you close it with End. Such an action never shows ‘Ended’ just because the date has passed; editing, Extend (new planned end) and ending stay possible, and a pause changes nothing about it. When the next action starts, further hours fill the earlier action up to its target first and the rest counts in the next one. Every hour counts exactly once. A figure carried over from a legacy system with an action number counts in that action, even if its working days fall after the planned end.
Each action shows a bar with Target, Completed, Scheduled, Remaining, Buffer and Exceeded. While it runs, you can end it early with End (enter a reason). Existing times and reports are kept. An action that has not yet started can be Deleted.