Territory Reassignment: Departed Reps' Accounts Handed Over Cleanly, Under the Cap

Two reps leave, and their pipeline has to land somewhere sensible

When two account executives leave in the same month, their books do not wait for a replacement. Thirteen accounts sit in Pipedrive under their names, with open deals at every stage and weighted values that count toward somebody's quota. The territory policy says how to move them: same region first, then industry fit, then the rep with the lightest weighted pipeline, with a cap on how much any one rep can take on.

The policy is simple. The work around it is not. Handover calls need the new rep, a manager and sometimes customer success on one calendar. Reps object in Slack to an account they think belongs elsewhere. Deals close in the middle of the move and the weighted numbers shift under the plan. The quota re-spread lives in a spreadsheet that gets rebuilt from memory, and the handover notes for each account end up in four different places.

Who works in the room

The move gets a Kylon room of its own for as long as it runs. Nova, the room's default agent, owns the assignments, so a question about why an account went to a particular rep reaches it first. Fin answers anything about weighted pipeline or quota, and Ryan owns the handover calendar, the account docs and the introductions to customers. Nova and Fin read Pipedrive through one lasting grant the sales operations manager approved for the room, and only Nova writes, only to deal fields. When an assignment is approved, Nova opens a thread for Ryan whose first message lists the account, the new owner and who belongs on the handover call.

The move, one account at a time

Two things hold for the whole move, and both are in the room guidelines: the cap, and the one account that stays put. The policy and the quota sheet are in Google Drive.

Objections and closed deals in the middle of the move

An objection is a request to re-run one account, not the whole plan. For example, a rep writes in Slack that one of the accounts is a former employer and asks not to own it. Nova re-runs that account alone. Every other account keeps the owner already recorded in Pipedrive, and those recorded assignments count as fixed load, so the rerun cannot quietly push another rep over the cap.

Closed deals change the arithmetic every day of the move. When a deal in the set closes, won or lost, it leaves the account's weighted pipeline, and the figure is corrected on every open deal for that account. Fin recounts each rep's load before the next proposal, and a cap correction from finance is handled the same way. The close-out never reuses numbers from earlier in the week: Fin reads weighted pipeline from Pipedrive the morning the handover docs are written.

What the checks catch

• A write aimed at an organization record, when only deal fields should change
• The named account that stays with its current owner, left untouched in every rerun
• A rerun that counts load from earlier proposals instead of the assignments recorded in Pipedrive
• A deal that closed this week still counted in its account's weighted pipeline
• Close-out figures carried over from earlier in the week instead of read from Pipedrive on the day

What stays with people

• Approving every assignment before a deal owner changes
• Deciding objections and approving the quota re-spread, which belong to the regional director
• Sending each customer introduction, which Ryan drafts for the receiving rep
• Signing off each account's handover doc

Integrations in this workflow

Kylon is not a territory planning tool, and Pipedrive remains the record of who owns what. Kylon sits beside it and the other tools sales operations uses, and holds the coordination while the move runs.

• Gmail
• Google Calendar
• Google Docs
• Google Drive
• Pipedrive
• Slack

• Pipedrive holds the accounts, open deals and weighted pipeline, and deal fields are the only records written
• Google Calendar carries each handover call with the receiving rep and the manager
• Google Docs holds the handover doc for each account
• Google Drive keeps the territory policy, the cap and the quota sheet
• Gmail carries introductions to customers and notices to reps, sent by a person from Ryan's drafts
• Slack is where reps raise objections and managers post corrections

Where to start

Use the next departure, even if it is a single rep. Give the room a Pipedrive grant, put the policy and the cap in the cycle folder, and write one line into the room guidelines: deal owners change only after the sales operations manager approves, and organization records are never written.

“The plan was never the hard part. Keeping twelve moves straight while the numbers changed underneath them was.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.