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Reassign deals in Zoho CRM while a rep is on leave
The Zoho CRM AI Assistant moves a rep’s open deals to a colleague for a holiday or leave, with their open tasks, meetings and calls, and can tag them to move back later. It changes owners only once you approve.
Zoho CRM AI Assistant is a Chrome extension that opens beside Zoho CRM. Tell it what you want to do in plain language, and it works with your CRM for you. Try Plus free for 14 days, then stay on Free forever.
the problem
A rep is away and their deals still close this week
A rep goes on leave, and some of their deals close while they are away. Someone has to own them, take the calls and keep the meetings. Moving the deals by hand is easy to start and easy to get wrong: the tasks stay with the absent rep, and when they return nobody remembers which deals to give back.
the solution
Say who covers, check the list, approve
Name the rep, the colleague and what moves:
Lena Ortiz is on leave for two weeks. Move her open deals to Sam Becker with their open tasks, meetings and calls, and tag them “Lena cover” so I can move them back.
The assistant finds the open Deals owned by the rep and the colleague among your CRM users. It shows the list with each deal’s closing date and how many open tasks, meetings and calls move with it. You can leave deals out before you approve.
When you approve, it changes the Deal Owner to the colleague, moves the open tasks, meetings and calls on those deals to the same person, and adds the tag. When the rep is back, ask it to move the deals tagged “Lena cover” back to her.
- Reads open deals by owner, their open tasks, meetings and calls, and your CRM users.
- Changes owners and adds a tag, only after you approve; more than 20 records ask for a final confirmation.
- Up to 100 deals per request. Closed deals stay with the rep unless you ask.
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pricing
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Max
For the heaviest CRM workloads.
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Free
Limited weekly usage, with the same supported CRM actions and approval controls. It is where your account settles after the 14-day Plus trial.
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By hand
Without the assistantNot ready to install? Here is how to do the same thing in Zoho CRM yourself, step by step.
Need more than Max? Contact sales
use cases
Explore use cases
Find records owned by inactive users in Zoho CRM
“Find open leads, deals, accounts and tasks still owned by users who are no longer active. List them by module. Then move Tom Hale's open deals to Lena Ortiz and his leads to Sam Becker.”
Hand over accounts to another rep in Zoho CRM
“Hand over Ravi Menon's accounts in the North region to Lena Ortiz, with their open deals and tasks. Add a handover note on each account with the open deals and recent activity.”
- Current use case
Reassign deals in Zoho CRM while a rep is on leave
“Lena Ortiz is on leave for two weeks. Move her open deals to Sam Becker with their open tasks, meetings and calls, and tag them "Lena cover" so I can move them back.”
Spread new leads evenly across reps in Zoho CRM
“The 24 new leads from the trade show are still owned by me. Count each rep's open new leads and split these so everyone ends up with about the same number.”
without the assistant
How to do it by hand in Zoho CRM
You can do this in Zoho CRM yourself. Here are the steps.
- Open Deals with a custom view for the rep’s open deals.
- Select the deals in the list and change their owner.
- Open Tasks, Meetings and Calls, filter for the rep’s open ones on those deals, and change their owner too.
- Add a tag or write down the list so you can move the deals back.
The deals are the easy part. Finding the open activities on exactly those deals, and remembering what to give back, is where it gets slow.
faq
Frequently Asked Questions
Will it change anything else on the deals?
No. It changes the Deal Owner, the owner of the open tasks, meetings and calls you chose, and adds the tag. Stage, amount, closing date and the rep’s closed deals are not touched.
Can I move them back when the rep returns?
Yes. If you tagged them, ask it to move the deals with that tag back to the rep, with their open activities. It shows the list again first. Deals the colleague closed in the meantime are listed so you can decide.
Can I move only some of the deals?
Yes. Name them, give a rule such as “only deals closing in the next two weeks”, or remove deals from the list before you approve.
Does the new owner get an email?
Zoho CRM can notify the new owner of a reassignment. Your organization’s default applies unless you say in your request whether to notify them.
Can it be wrong?
It moves the deals the rep owns at the time you ask. A deal the rep works on but someone else owns is not on the list. Check the list, and the activity counts, before you approve.
Will it work on my Zoho CRM edition?
It needs a Zoho CRM edition and user profile with API access, and it can only do what your profile is allowed to do. Tags are not available on every edition; it says so if yours has none. This use case has not been checked edition by edition yet, so write to us if you want to check yours first.
Want to ask something?
Write to the team at hello@zsetup.com.