Deal Roles

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How to use Deal Roles in ActiveCampaign

Introduction

A Deal Role is a defined role assigned to specific contacts associated with a deal in ActiveCampaign. The importance of Deal Roles lies in their ability to clarify the responsibilities of different contacts involved in a deal. By assigning roles, users can quickly identify who to contact regarding a deal and determine the primary decision-makers. ActiveCampaign includes two default roles: Contributor and Decision Maker, but users have the flexibility to create additional roles or delete existing ones to meet their organizational needs.

How to access this feature

To access the Deal Roles feature, navigate through the menu on the left side of your ActiveCampaign account. Follow these steps to reach the Deal Roles section:

1. Click on Deals in the left menu. 2. Select Deal Settings to view and manage roles associated with deals.

Step-by-step instructions

Adding a Role to a Contact

Once you have a deal created, you can assign a role to any contact linked to that deal by following these steps:

1. Click on Deals from the left menu. 2. Use the pipeline dropdown to select the pipeline that contains the deal you wish to modify. 3. Locate the deal you want to update and click on it to open. 4. Hover over the contact to which you want to assign a role. 5. Click the pencil icon that appears next to the contact's name. 6. In the modal window that appears, click the Role dropdown and select the desired role for the contact. You can use the search field within this dropdown to quickly find the role you need. 7. Click the Save button to apply the role to the contact.

The assigned role will now be reflected on the Deal Details page; however, it will not be visible on the contact's profile page.

Managing Deal Roles

To create additional roles or manage existing ones associated with your deals, follow these steps:

1. From the left menu, go to Deals > Deal Settings. 2. In the Deal Roles box, click on the Add a new deal role button. 3. A new line will appear in the Deal Roles box. Enter the name of the new role into the provided space.

Your new Deal Role will be added, which can then be assigned to any contacts associated with deals.

Deleting a Deal Role

If you no longer require a specific Deal Role, you can delete it from your account. Here’s how:

1. Click on Deals > Deal Settings from the left menu. 2. In the Deal Settings option, find the role you want to delete. 3. Click the X next to the role. 4. A modal will appear asking for confirmation and reassigning any affected contacts. To reassign, use the dropdown in the modal, selecting the new role for those contacts or choose None if you prefer not to apply any role. 5. Finally, click the OK button to complete the deletion of the role.

The selected role will be removed from your ActiveCampaign account and from any associated contacts.

Configuration options and settings

ActiveCampaign initially provides you with two default roles: Contributor and Decision Maker. You can manage these roles through the Deal Settings area, where you can add or delete roles based on your team’s needs.

Best practices and tips

- Regularly review and update the roles assigned to ensure that they reflect the current state of your deals and associated contacts. - Use unique titles for custom roles to eliminate any confusion among team members. - Leverage Deal Roles for effective segmentation of contacts, helping to streamline communication and decision-making processes.

Common use cases with examples

- If your sales team is working on a deal that requires input both from technical and managerial staff, you can assign one contact as a Contributor and another as a Decision Maker. - By creating a Financial Approver role, you can distinguish which contacts in a deal are responsible for final budget approvals and ensure they are involved during critical negotiation stages.

Troubleshooting

- If you are unable to assign a role to a contact, ensure that you have created the role in the Deal Settings section. Roles must be defined before they can be assigned. - Remember, if you delete a role that is currently assigned to contacts, ActiveCampaign will prompt you to reassign those contacts to a different role.

FAQ

Q1: Can I assign multiple roles to one contact in a deal?

No, each contact can only have one role assigned to them in a deal.

Q2: How do I know which contact is a Decision Maker?

You can view the assigned roles directly on the Deal Details page; however, roles will not be displayed on an individual contact's profile.

Q3: Can I create any name for a new role?

Yes, you can create any name you wish for new roles as long as they are relevant to your organizational structure.

Q4: What happens to contacts when I delete a role?

When a role is deleted, all contacts previously assigned to that role will be prompted to select a new role.

Q5: Are Deal Roles visible to all users?

Visibility of Deal Roles may depend on your account permissions. Make sure your team has the appropriate access to view roles.

Q6: What should I do if I can't see the Deal Settings option?

Verify your account plan, as some features may be restricted based on your subscription level. Check that you have the necessary permissions to access Deal Settings.

Q7: Is it necessary to create additional roles?

While not mandatory, creating additional roles can help improve the clarity of responsibilities and enhance communication within your team.

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