How to Assign, Tag or Export Leads

Summary

Overview: See who owns each lead, give a lead to a teammate, label leads with tags, and download leads as a CSV file you can open in a spreadsheet. You can change one lead's owner from the lead page or the Inbox, or assign, tag and export several leads at once from the Leads table.

Prerequisites:

• You can open the Leads page. Sales Reps see, tag and export only the leads assigned to them.
• To assign leads, you are an Admin or a Sales Manager.

How Pippin Decides

1. When Pippin creates a lead from an incoming message or a web form, it assigns the lead to the first active user of the workspace (usually the person who created it).
2. A lead you add yourself with Add Lead starts Unassigned.
3. The lead's owner decides who sees it on the Leads and Quotes pages when they are a Sales Rep. Every role sees every conversation in the Inbox.

Limits

• Only an Admin or a Sales Manager can change a lead's owner. Sales Reps see the owner but can't change it.
• You can assign a lead to an active member of your team, including yourself. Suspended members and people who haven't accepted their invitation are not in the list.
• Assigning, tagging and exporting several leads at once is available in the table view only, not on the board.
• A selection covers the leads on the current page of the table, up to 50 at a time.
• Export includes only the leads you tick.

Step-by-Step Instructions

Step 1: See who a lead is assigned to

• Leads table: the Owner column shows the owner, or Unassigned. Admins and Sales Managers can also click Filters and choose an Owner to list one teammate's leads, or Unassigned.
• Leads board: the card shows Owner: and the name.
• Lead page: the Owner card on the right shows the owner, or Unassigned.
• Inbox: click Show lead details. The Assignee section shows the owner.

Step 2: Change one lead's owner (Admin and Sales Manager)

You can do this from either place:

From the lead page

1. Open the lead.
2. In the Owner card on the right, click the owner button. It shows the owner's name, or Unassigned, with a down arrow.
3. Choose a teammate, or Unassigned to remove the owner. Each name shows the person's role, and your own name shows (you).
4. You see "Owner changed to <name>", or "Lead unassigned".

From the Inbox

1. Open the conversation and click Show lead details.
2. Under Assignee, click the button with the owner's name (or Unassigned).
3. Choose a teammate, or Unassigned. The button shows the new owner.

The conversation gets a grey note, for example Assigned to Dana by Brian, Brian took this lead when you pick yourself, or Unassigned by Brian.

Step 3: Select leads in the table

1. In the left menu, click Leads. If the board is showing, click the Table view button.
2. Tick the box at the start of each lead's row. To select every lead on the current page, tick the box in the header.
3. A bar appears showing how many leads are selected (for example 3 selected). Click the X in the bar to clear the selection.

Step 4: Assign the selected leads (Admin and Sales Manager)

1. In the bar, click the Assign button (a person with an arrow).
2. In Select owner..., choose a teammate (shown as name and role, for example "Dana · Sales Rep"), or Unassigned.
3. Click Apply.

Step 5: Tag the selected leads

1. In the bar, click the Tag button.
2. Type the tag in Tag name... (for example "Cebu tour").
3. Click Apply, or press Enter.

Step 6: Export the selected leads

1. In the bar, click the Export CSV (download) button.
2. Your browser downloads a file named leads_export.csv.
3. The file has one row per lead with these columns: id, contactName, company, email, status, scoreLabel, score, tags and createdAt.

Verify It Worked

Success criteria:

• After assigning several leads you see "Assigned 3 leads" (or "Unassigned 3 leads"), with your number, and the Owner column shows the new owner.
• After changing one lead's owner, the Owner card or the Assignee button shows the new owner, and the conversation shows the grey note.
• After tagging you see "Tagged 3 leads" (with your number), and the tag appears in the Tags section of the lead details in the Inbox.
• After exporting you see "Export downloaded" and the file is in your downloads.

Troubleshooting

Common errors

• "Couldn't change the owner. Please try again.": the owner wasn't changed. Fix: try again.
• "That team member can't be assigned leads.": the person is no longer an active member, for example they were suspended. Fix: pick someone else.
• "Couldn't load your team. Try again." in the owner list, or Couldn't load your team in Select owner...: Pippify couldn't load your team. Fix: close the list and open it again.
• "Action failed. Please try again.": the tag or assignment wasn't saved. Fix: try again.
• "Export failed. Please try again.": the file wasn't created. Fix: try again.
• Apply stays grey: no owner is chosen, or the tag box is empty. Fix: choose an owner or type a tag.
• There is no Assign button and the Owner card can't be clicked: you are a Sales Rep. Fix: ask a Sales Manager or the Admin to assign the lead.

Limitations & considerations

• Assigning several leads at once doesn't add a note to each conversation. Changing one lead's owner does.
• Tags can be up to 100 characters. Adding a tag a lead already has does nothing.
• Tags can't be removed from the Leads page.
• The table shows 50 leads a page, and your selection clears when you change page or sort. Use search and Filters to narrow the list before you select.
• To archive several leads, use the archive button in the same bar. See How to Archive or Unarchive a Lead.

Next Steps & Related Resources

• Next steps:
  • How to Use the Leads Table, Board and Filters
• Related articles:
  • What Each Role Can Do
  • How to Read a Lead's Profile
  • How to Archive or Unarchive a Lead

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/15/2026