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Lead Orchestration System

Master automated lead workflows, playbooks, and task management

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1. Introduction to Lead Orchestration

What is Lead Orchestration?

Lead Orchestration is an intelligent system that automates your lead follow-up process, ensuring no lead falls through the cracks. It combines workflows (Playbooks), automated task creation, and smart scheduling to guide you through the entire lead lifecycle.

Core Concepts

Playbooks

Pre-built or custom workflows that define a sequence of actions for different lead types (e.g., "New Seller Lead", "Hot Buyer Follow-up").

Tasks

Specific actions you need to take (call, email, SMS, research) that are automatically created based on playbook rules.

Calendar Integration

Tasks automatically sync to your calendar and Google Calendar (if connected), ensuring you never miss a follow-up.

Automation

Tasks trigger based on time intervals, lead actions, or your completion of previous tasks.

Real-World Example: New Seller Lead

When a new seller submits their property through your website:

System creates a lead record
Applies "New Seller Outreach" playbook
Creates immediate task: "Call within 15 minutes"
If no answer, schedules SMS task for 1 hour later
If still no response, schedules email task for next day
Creates follow-up call task for 2 days later

Result: Consistent, timely follow-up without manual scheduling.

Why Lead Orchestration Matters

Consistency: Every lead gets the same quality follow-up process
Efficiency: Stop manually creating tasks and reminders
Accountability: Clear visibility into what needs to be done and when
Scalability: Handle 10x more leads without dropping balls

Pro Tip: The system works best when you complete tasks promptly and log outcomes. This helps the AI learn and improve future recommendations.

2. Understanding Playbooks

What are Playbooks?

Playbooks are structured workflows that define a series of tasks and actions for specific lead scenarios. Think of them as recipes for lead follow-up success—proven sequences that have worked for thousands of real estate professionals.

Prebuilt Playbooks Available

New Seller Lead Outreach

Hot Buyer Follow-up

For leads who've shown strong interest (viewed multiple properties, requested info).

Task Sequence:

Immediate: Call to discuss viewed properties
Same day: Send personalized property recommendations
+2 days: Schedule property showing
After showing: Send thank you + next steps
+3 days: Check-in call about decision
Weekly: Share new matching properties

Cold Lead Nurture

Long-term nurture sequence for leads not ready to transact now.

Task Sequence:

Week 1: Welcome email with market insights
Week 2: Share success story/case study
Week 4: Educational content (how-to guides)
Monthly: Market update email
Quarterly: Check-in call

Deal Under Contract

Transaction management from contract to closing.

Task Sequence:

Day 1: Send contract to title company
Day 2: Schedule inspection
Day 7: Review inspection report with client
Day 14: Finalize repairs/credits
Day 21: Final walkthrough
Day 30: Closing day checklist

How to Apply a Playbook to a Lead

Navigate to Your Leads

Go to your CRM or Lead Management page

You can access this from the main navigation menu

Select a Lead

Click on any lead to open their detail view

You'll see their contact info, property details, and current status

Click 'Apply Playbook'

Find the button in the lead detail page (usually in the action bar)

This opens the playbook selection modal

Choose Your Playbook

Select the most appropriate playbook from the list

Hover over each option to see a preview of tasks that will be created

Confirm and Apply

Click 'Apply Playbook' to activate it

The system immediately creates the first task(s) and schedules future ones

Check Your Calendar

Open My Calendar or My Day view to see your new tasks

Tasks will be color-coded by type (call, email, SMS, etc.)

Playbook in Action

Scenario: Sarah contacts you about selling her 10-acre property.

Your Action: Create a lead in CRM and apply "New Seller Lead Outreach" playbook.

What Happens:

Immediately: Task appears in your "My Day" view to call Sarah within 15 minutes
After you complete the call: System asks for outcome ("Connected", "Voicemail", "No Answer")
If "No Answer": Automatically creates SMS task for 1 hour from now
If "Connected": Asks if you scheduled a follow-up, then creates next task based on your answer
Throughout the week: Additional tasks appear automatically based on playbook timeline

Customizing Playbooks

While prebuilt playbooks work great out of the box, you can customize them to match your specific process:

1
Adjust Timing: Change when tasks trigger (e.g., call after 30 minutes instead of 15)
2
Add/Remove Tasks: Include additional research steps or skip certain channels
3
Modify Templates: Customize email/SMS templates used in playbook tasks
4
Set Conditions: Add logic (e.g., "If lead value > $50k, assign to senior agent")

Best Practice: Start with prebuilt playbooks for 30 days before customizing. This helps you understand the proven workflow before making changes.

Important: Once a playbook is applied to a lead, you can pause or stop it, but you cannot change which playbook is active. If you need to switch, you must stop the current one and apply a new playbook.

3. Task Management Deep Dive

Understanding Tasks

Tasks are the individual action items that playbooks create. Each task represents something you need to do: make a call, send an email, research a property, etc.

Task Types Explained

Call Tasks

Purpose: Direct phone conversation with lead

What You'll See: Contact's phone number (click to dial), call script/talking points, lead context

After Completing: Log outcome (Connected, Voicemail, No Answer, Wrong Number) and add notes

SMS Tasks

Purpose: Text message follow-up

What You'll See: Pre-written SMS template, option to customize, send button

After Completing: Message sent automatically, system logs delivery status

Email Tasks

Purpose: Formal email communication

What You'll See: Email template with merge fields filled in, subject line, option to attach files

After Completing: Email sent, opens/clicks tracked

Research Tasks

Purpose: Gather information before outreach

What You'll See: Research checklist (property value, comps, owner history), links to relevant tools

After Completing: Add findings as notes, automatically creates follow-up outreach task

Task Priorities Explained

Every task has a priority level that helps you focus on what matters most:

URGENT

Time-sensitive tasks that must be completed today. Usually tied to hot leads or deadlines. Example: "Call back hot lead within 15 minutes"

HIGH

Important tasks that should be completed today or tomorrow. Example: "Follow up with lead who requested property info yesterday"

NORMAL

Standard follow-up tasks. Complete within scheduled timeframe (usually within a few days). Example: "Send weekly market update email"

LOW

Nice-to-have tasks or long-term nurture activities. Complete when you have extra time. Example: "Send quarterly check-in to cold lead"

Completing Tasks: Step-by-Step

Open Your Task List

Navigate to 'My Day' view to see today's tasks

Tasks are sorted by priority and due time automatically

Select a Task

Click on any task to open the task detail panel

You'll see all context: lead info, contact details, suggested actions

Take the Action

Complete the task (make the call, send the email, etc.)

Use the quick action buttons: 'Click to Call', 'Send SMS', 'Send Email'

Log the Outcome

Select what happened from the outcome dropdown

Options vary by task type. For calls: Connected, Voicemail, No Answer. For emails: Sent, Bounced, etc.

Add Notes

Write any important details about the interaction

Example: 'Lead interested but wants to wait until spring. Call back in January.'

Mark Complete

Click the 'Mark Complete' button

Task moves to completed list, next task in playbook triggers automatically

Task Completion Example

Task: Call John Smith about 10-acre property listing

You do:

Click "Call Now" button (system dials number)
Have conversation with John
Select outcome: "Connected - Interested"
Add notes: "Wants to schedule property visit next Tuesday at 2pm. Mentioned budget of $50k."
Click "Mark Complete"

System automatically:

Creates calendar event for Tuesday 2pm property showing
Schedules email task to send showing confirmation
Sets reminder task for Monday evening to prepare property packet
Adds John to "Hot Leads" list

Skipping vs. Completing Tasks

Complete a Task When:

You successfully performed the action
You want to trigger next tasks in the playbook
You have an outcome to log

Skip a Task When:

Task no longer relevant (lead went cold)
Duplicate task created by mistake
You used different method than suggested
Lead requested no more contact

Important: Skipping too many tasks can break the playbook flow. If a task isn't relevant, consider stopping the entire playbook instead of skipping individual tasks.

Pro Tip: Set aside 15 minutes at the end of each day to review and complete any administrative tasks (logging outcomes, adding notes). This keeps your pipeline clean and ensures accurate reporting.

4. Workflows and Task Sequences

How Tasks Flow Together

Workflows define the logic of how tasks trigger each other. Understanding this helps you anticipate what's coming next and make strategic decisions about task completion.

Workflow Trigger Types

Time-Based Triggers

Tasks trigger after a specific amount of time from a previous event.

Examples:

"Send follow-up email 24 hours after initial call"
"Call lead 3 days after they viewed property listing"
"Send monthly market update on the 1st of each month"

How it works: System calculates due date/time automatically based on previous task completion or lead creation date.

Outcome-Based Triggers

Next task depends on what happened in the previous task.

Examples:

If call outcome = "No Answer": Create SMS task for 1 hour later
If call outcome = "Connected": Create follow-up email task for tomorrow
If email outcome = "Bounced": Create research task to find correct email

How it works: When you complete a task and log an outcome, system checks playbook rules to determine which task to create next.

Condition-Based Triggers

Tasks trigger based on lead attributes or behaviors.

Examples:

If lead value > $50,000: Assign to senior agent
If lead location = "Your County": Create in-person meeting task
If lead opened 3+ emails: Create high-priority call task
If lead inactive for 30 days: Create re-engagement campaign task

How it works: System monitors lead data and behavior, automatically triggering tasks when conditions are met.

Understanding Task Dependencies

Some tasks can't start until other tasks are completed. These are called "prerequisite tasks" or "dependencies."

Task Dependency Example

Scenario: New seller lead playbook

Task 1:Initial call to seller (no dependencies)

Task 2:Research property comps (depends on Task 1 being completed)

Why: Need to talk to seller first to understand their goals before researching

Task 3:Send property valuation email (depends on Task 2 being completed)

Why: Can't send valuation until research is done

Task 4:Follow-up call (depends on Task 3, but can run in parallel with Task 5)

Task 5:Schedule property visit (depends on Task 3, can run in parallel with Task 4)

Parallel vs. Sequential Tasks

Sequential Tasks

Must happen one after another in specific order.

Example Flow:

1. Create lead

→ 2. Initial call

→ 3. Send follow-up email

→ 4. Schedule meeting

Parallel Tasks

Can happen at the same time or in any order.

Example Flow:

1. Lead responds positively

→ 2a. Send contract documents

→ 2b. Contact title company

→ 2c. Schedule inspection

(All can happen simultaneously)

Stopping or Pausing a Workflow

Sometimes you need to stop a playbook workflow before it completes. Here's when and how:

Stop Workflow When:

Lead converts to customer (deal closed)
Lead requests no more contact
Lead is disqualified (wrong location, budget too low)
Lead went with competitor

How: Open lead detail → Click "Stop Playbook" → Confirm. All future tasks cancelled immediately.

Pause Workflow When:

Lead asks for temporary break (e.g., "Call me after the holidays")
You need time to gather information
External delay (waiting on title company, inspection, etc.)

How: Open lead detail → Click "Pause Playbook" → Set resume date. Tasks stop generating until resume date.

Advanced Tip: You can see the entire workflow graph for any playbook by clicking "View Playbook Flow" on the lead detail page. This shows you all upcoming tasks and their dependencies in a visual diagram.

5. Automation & AI Intelligence

How Automation Works

The Lead Orchestration system uses smart automation to reduce manual work and ensure consistency. Here's what happens automatically behind the scenes.

Automatic Actions

Task Creation

System creates tasks automatically based on playbook rules, your task completions, and lead behavior.

Examples:

Complete a call → Email task created for tomorrow
Lead views property 3 times → High-priority follow-up call created
No response after 3 attempts → Move to nurture playbook

Calendar Sync

All calendar-worthy tasks (calls, meetings) automatically appear in your calendar and sync to Google Calendar.

What Gets Synced:

Scheduled calls with time blocks
Property showings and meetings
Follow-up appointments
Closing dates and deadlines

Email & SMS Templates

System pre-fills email and SMS tasks with personalized templates using lead data.

Merge Fields Auto-Filled:

Lead name: "Hi firstName," becomes "Hi Sarah,"
Property address: "propertyAddress" becomes "123 Oak Street"
Your name/signature automatically appended
Custom fields from lead record

SLA Monitoring

Service Level Agreement tracking ensures you respond to leads within target timeframes.

Automatic Alerts:

15 min before SLA: Warning notification
SLA breach: Alert to you and manager
Multiple breaches: Trigger escalation protocol

AI-Powered Features

The system uses artificial intelligence to make smart recommendations and predictions.

Intelligent Lead Scoring

AI analyzes lead behavior and data to predict likelihood of conversion.

Factors Analyzed:

Response time to your outreach
Email open and click rates
Number of properties viewed
Time spent on property listings
Questions asked and engagement level
Property price range alignment with their stated budget

Outcome:

Leads automatically categorized as Hot (80-100%), Warm (50-79%), Cold (0-49%). High-scoring leads trigger priority tasks automatically.

Best Time to Contact

AI learns when each lead is most likely to respond based on past interactions.

How It Works:

Tracks what times lead opened emails
Records when they answered calls vs. ignored
Notes days of week with highest engagement
Compares against industry patterns for similar leads

Outcome:

System suggests optimal contact times: "Best time to call: Tuesday-Thursday, 10am-12pm". Tasks automatically scheduled during these windows when possible.

Smart Content Recommendations

AI suggests which email template or message approach to use based on lead context.

Recommendation Factors:

Lead's stated goals and priorities
Their response history (formal vs. casual communication)
Property type they're interested in
Stage in buyer/seller journey
What content worked for similar leads

Outcome:

Before sending an email, system shows: "Recommended: Use 'Formal Seller Introduction' template. Similar leads responded 73% more often to this approach."

Compliance Automation

System automatically enforces communication policies to keep you compliant with regulations.

TCPA Compliance (SMS/Calling)

Telephone Consumer Protection Act requires consent before calling/texting.

Automatic Actions:

Blocks SMS/call tasks if lead hasn't given consent
Tracks consent date and method
Auto-stops outreach if lead texts "STOP"
Includes required opt-out language in all SMS

CAN-SPAM Compliance (Email)

Federal law governing commercial email.

Automatic Actions:

Includes physical address in all emails
Adds unsubscribe link to every message
Processes opt-outs within 10 days
Maintains suppression list of unsubscribed contacts

Do Not Contact (DNC) Protection

Internal and national DNC list management.

Automatic Actions:

Checks numbers against National DNC Registry (monthly)
Maintains internal DNC list from opt-out requests
Automatically cancels all tasks for DNC contacts
Prevents accidental re-adding of DNC contacts to campaigns

Quiet Hours Enforcement

Respects time zones and reasonable calling hours.

Automatic Actions:

Blocks call tasks before 8am or after 9pm in lead's timezone
Reschedules tasks that fall in quiet hours
Respects state-specific regulations (e.g., no Sunday calls in some states)
Honors individual lead preferences if specified

Legal Disclaimer: While the system enforces many compliance rules automatically, ultimate responsibility for compliance rests with you. Always consult with a legal professional about specific requirements in your jurisdiction.

Best Practice: Review your compliance settings monthly. Go to Settings → Compliance to see current rules and confirm they align with your business practices and local regulations.

6. Calendar Integration & Sync

Why Calendar Integration Matters

Calendar integration ensures your lead follow-up tasks appear alongside your other appointments, giving you a complete view of your day and preventing scheduling conflicts.

Without Integration

Switch between multiple tools constantly
Risk of double-booking
Tasks and meetings feel disconnected
No visibility for team members

With Integration

One calendar shows everything
System prevents conflicts automatically
Full context for each time block
Team can see your availability

Setting Up Google Calendar Sync

Navigate to My Calendar

Click 'My Calendar' in the main navigation menu

This opens your integrated calendar view

Click 'Connect Google Calendar'

Look for the blue button at the top of the calendar page

A popup window will open showing Google's authorization screen

Choose Your Google Account

Select which Google account has the calendar you want to sync

This should be your primary work Google account

Grant Permissions

Click 'Allow' to grant calendar access

We need permission to read events (to avoid conflicts) and write events (to create tasks)

Select Target Calendar

Choose which Google Calendar to sync to

Options: Primary calendar, Work calendar, or a dedicated 'Lead Follow-ups' calendar you create

Configure Sync Settings

Choose what level of detail to sync

Options: Full details, Redacted (just 'Lead Follow-up' without names), or Time blocks only

Test the Sync

System creates a test event to confirm it's working

Check your Google Calendar - you should see a 'Calendar Sync Test' event

Calendar Sync Options Explained

Privacy Levels

Full Details (Recommended for Private Calendars)

Syncs complete information including lead name, property address, task type.

Example: "Call John Smith about 123 Oak St property - Follow-up on offer discussion"

Semi-Private (Recommended for Shared Calendars)

Syncs task type and general purpose without specific names or addresses.

Example: "Lead Follow-up Call - Seller prospect"

Blocked Time Only (Maximum Privacy)

Just shows time blocked, no details whatsoever.

Example: "Busy" (you still see full details in PRG LandTech system)

Working Hours

Tell the system when you typically work. Tasks will be scheduled during these hours automatically.

Configuration Example:

Monday-Friday: 9:00 AM - 6:00 PM
Saturday: 10:00 AM - 2:00 PM
Sunday: Off
Timezone: Eastern Time (ET)

Tasks due outside these hours will be flagged and can be rescheduled with one click.

Conflict Detection

System reads your existing Google Calendar events to avoid scheduling tasks during conflicts.

What Happens:

Playbook wants to create call task for 2:00 PM Tuesday
System checks Google Calendar and sees you have "dentist appointment" at 2:00 PM
System automatically suggests next available slot: 3:30 PM Tuesday
You approve or pick different time

Two-Way Sync Explained

Calendar sync works both ways to keep everything in sync:

PRG LandTech → Google Calendar

Task created in PRG → Event appears in Google Calendar
Task rescheduled → Google event time updated
Task completed → Google event marked as done or removed
Task cancelled → Google event deleted

Google Calendar → PRG LandTech

Event time changed in Google → Task due time updated in PRG
Event deleted in Google → Task marked for review (not auto-deleted)
New busy time added → System avoids scheduling tasks during that time

Calendar Sync in Real Life

Morning scenario:

You log into PRG LandTech and apply "New Seller Outreach" playbook to a lead
System creates task: "Call lead at 10:00 AM"
Within 30 seconds, event appears in your Google Calendar: "10:00 AM - Lead Follow-up Call"
You already have a team meeting at 10:00 AM (forgot to check)
Google Calendar shows conflict, both events at same time
You drag the lead call to 11:00 AM in Google Calendar
PRG LandTech automatically updates task due time to 11:00 AM
At 11:00 AM, you get notifications in both systems

Troubleshooting Calendar Sync

Events Not Appearing in Google Calendar

Check that task is marked "calendar-worthy" (calls and meetings always are, emails usually aren't)
Verify sync is still connected: My Calendar → Settings → Check connection status
Re-authorize if connection expired (expires after 60 days)
Check that you're looking at the correct Google Calendar (you might have multiple)

Changes in Google Not Reflecting in PRG

Sync runs every 15 minutes, wait a bit and refresh
Force sync: My Calendar → Click "Sync Now" button
If still not working, disconnect and reconnect calendar

Duplicate Events Appearing

Usually happens if you connected same calendar twice
Go to My Calendar → Settings → Check "Connected Calendars" list
Remove duplicate connection
Delete duplicate events in Google Calendar

Pro Tip: Create a dedicated "Lead Follow-ups" calendar in Google Calendar and sync to that. This keeps your lead tasks visually separate while still showing on your main calendar view. You can color-code it differently for easy identification.

Calendar Best Practices

Review your calendar every morning: Spend 5 minutes looking at the day ahead. Adjust any task times that don't work with your energy levels or other commitments.
Block focus time: Add "deep work" blocks to your Google Calendar. System will respect these and not schedule tasks during those times.
Use reminders: Set default reminders in Google Calendar (e.g., 15 minutes before all events). These will remind you even if you're not in the PRG system.
Update your working hours seasonally: If your schedule changes (e.g., summer hours), update your working hours settings so tasks are scheduled appropriately.

7. Best Practices & Pro Tips

Daily Workflow Best Practices

Start Your Day Right (9:00 AM Routine)

Open "My Day" view: See all tasks due today sorted by priority
Review urgent tasks first: Handle anything marked "urgent" before 10 AM
Block time for calls: Group similar tasks together (all calls in morning, all emails in afternoon)
Flag any issues: If a task isn't feasible today, reschedule it immediately rather than letting it become overdue

Power Hour: 10-11 AM (High-Impact Calling)

Statistics show the highest connection rates for cold calls are between 10-11 AM. Dedicate this hour to your highest-priority calling tasks.

During this hour:

Turn off email notifications
Close other tabs and apps
Have your call script/notes ready
Aim to complete 15-20 calls
Log outcomes immediately after each call

Batch Process Emails (2-3 PM)

Rather than sending emails throughout the day, batch them during a dedicated time block.

Why this works:

Context switching is expensive - stay in "email mode"
You can use similar templates for multiple leads
Emails sent afternoon often get read next morning (higher response rate)
Frees up prime morning hours for calls

End-of-Day Wrap Up (5:00 PM)

Spend 15 minutes wrapping up the day properly.

Checklist:

Complete any tasks you finished but forgot to mark done
Add notes to tasks where you remember additional context
Review tomorrow's task list and prepare
Reschedule any overdue tasks from today
Note any follow-up questions for your manager

Weekly Optimization

Friday Afternoon: Weekly Review (30 minutes)

Take time every Friday to review your performance and optimize for next week.

Review Metrics:

Task completion rate (goal: >80%)
Average response time to leads (goal: <15 min for urgent)
Connection rate on calls (industry average: 20-30%)
Email open rates (goal: >25%)
Number of leads moved to next stage

Identify Patterns:

What time of day had best call connection rates?
Which email templates got best responses?
What types of tasks did you consistently skip or delay?
Which playbooks are performing well vs. underperforming?

Optimize for Next Week:

Adjust your working hours if patterns show better times
Update email templates that had low performance
Schedule tasks you consistently skipped for better times
Archive or pause playbooks that aren't converting

Advanced Pro Tips

Use Task Templates for Recurring Scenarios

If you find yourself doing the same type of task repeatedly (e.g., "Property research for rural land"), create a task template with pre-filled notes and checklists. Saves 5-10 minutes per task.

Leverage Voice-to-Text for Fast Notes

After a call, use voice-to-text on your phone to quickly dictate notes while details are fresh. Most phones can do this in any text field. Speak naturally: "Lead very interested, budget confirmed at 45k, wants to close before end of quarter."

Create "Power Blocks" for High-Value Leads

When a lead is scored as "hot" (>80%), create a 30-minute power block in your calendar where you do ALL tasks for that lead: research, prepare offer, email, call, follow-up. Undivided attention converts better than spread-out touches.

Weekend Prep on Sunday Evening

Spend 20 minutes Sunday evening reviewing Monday's tasks. Pre-write any emails, gather research, and organize materials. Walking into Monday fully prepared dramatically improves morning productivity.

Tag and Filter for Focus Sessions

Use task tags like "quick-win" (takes <5 min), "deep-work" (requires 30+ min focus), "waiting-on-other" (blocked by external factor). Filter by tag type based on your current energy and time available.

Keyboard Shortcuts Mastery

Learn these shortcuts to move through tasks 3x faster:

Ctrl/Cmd + M: Mark current task complete
Ctrl/Cmd + N: Add quick note to task
Ctrl/Cmd + R: Reschedule task
Ctrl/Cmd + →: Next task
Ctrl/Cmd + S: Skip current task

Common Mistakes to Avoid

❌ Skipping Task Outcomes

Mistake: Marking tasks complete without logging what happened.

Why it's bad: System can't trigger correct next tasks, you lose context, reporting is inaccurate.

✓ Solution: Even if it's just "No answer - will try again," log something. Takes 5 seconds, saves hours later.

❌ Ignoring Overdue Tasks

Mistake: Letting tasks become overdue and piling up.

Why it's bad: Playbook timing gets thrown off, leads go cold, you feel overwhelmed.

✓ Solution: Start each day by dealing with overdue tasks: complete them, reschedule them, or skip them. Never let them just sit.

❌ Applying Wrong Playbook

Mistake: Using "Hot Buyer" playbook for a cold seller lead.

Why it's bad: Wrong message cadence and content, wastes time, annoys lead.

✓ Solution: Spend 30 seconds reviewing lead context before applying playbook. When in doubt, ask a colleague or use the "General Follow-up" playbook.

❌ Not Customizing Templates

Mistake: Sending email/SMS templates without personalizing them.

Why it's bad: Feels robotic, leads can tell it's automated, lower response rates.

✓ Solution: Always add 1-2 personal sentences referencing something specific about their property or previous conversation.

Final Pro Tip: The most successful users treat the orchestration system like a GPS - it guides you to your destination (closed deals), but you're still the driver. Trust the system's routing, but don't be afraid to take a detour when you see a better path based on your experience.

8. Troubleshooting & Support

Common Issues & Solutions

Tasks Not Appearing

Problem: Applied playbook but no tasks were created.

Solutions to try:

Refresh the page (Ctrl/Cmd + R)
Check if playbook has conditions (e.g., "Only if property value > $50k")
Verify lead has required fields filled (some playbooks need email, phone, or address)
Check if lead already has an active playbook (can only have one at a time)
Look in "All Tasks" view, not just "My Day" - tasks might be scheduled for future

Can't Complete Task

Problem: Task completion button is grayed out or doesn't work.

Solutions to try:

Make sure you've selected an outcome from the dropdown
Check if task has required fields (some tasks require notes before completing)
Verify task isn't locked due to prerequisite tasks not being done
Try logging out and back in
Clear browser cache and cookies

Wrong Playbook Applied

Problem: Accidentally applied wrong playbook to lead.

Solutions to try:

Open lead detail page
Click "Stop Playbook" button
Confirm you want to stop (this cancels all pending tasks)
Apply the correct playbook
Review the new task list to make sure it's correct

Note: You cannot "switch" playbooks directly - you must stop the current one first, then apply the new one.

Tasks at Wrong Times

Problem: Tasks scheduled outside working hours or at inconvenient times.

Solutions to try:

Update your working hours: Profile → Settings → Working Hours
Set your correct timezone: Profile → Settings → Timezone
For individual tasks: Click task → Click "Reschedule" → Pick better time
For recurring issue: Contact support to adjust playbook timing rules

Duplicate Tasks Created

Problem: Same task appears multiple times.

Solutions to try:

Check if you accidentally applied playbook twice (stop one instance)
Look for task templates with same name but different IDs (keep one, delete others)
If from automation rule, check rule settings for duplicate triggers
Report to support if duplicates continue appearing

Notification Overload

Problem: Too many notifications disrupting your workflow.

Solutions to try:

Profile → Notification Preferences
Turn off "instant" notifications, keep "daily digest"
Disable notifications for low-priority task types
Set "quiet hours" to pause notifications outside work times
Enable "Focus Mode" during power hours (blocks all non-urgent notifications)

Performance Issues

System Running Slow

Clear browser cache: Settings → Privacy → Clear browsing data
Close unnecessary browser tabs
Try different browser (Chrome recommended)
Check internet connection speed
Disable browser extensions temporarily

Tasks Taking Long to Load

You might have too many active tasks (>500). Archive completed ones
Filter your view to see fewer tasks at once
Check if you have large file attachments in tasks (compress them)
Try accessing during off-peak hours if persistent

Getting Additional Help

Knowledge Base

Searchable documentation with articles, videos, and FAQs.

Email Support

Get help via email. Response within 24 hours (weekdays).

Community Forum

Ask questions and learn from other users.

Need Immediate Help?

If you're experiencing a critical issue that's preventing you from working, please contact support immediately with "URGENT" in the subject line. We'll prioritize your request.

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