Assign Effective Dates for Teams

Learning Objectives

After completing this unit, you’ll be able to:

• Use effective dates to manage team assignments.
  
• Maintain data accuracy during team member transitions.
  

In the fast-paced world of sales, teams are always dynamic—reps join new teams, take on new roles, or move on to other opportunities. Managing these transitions smoothly is crucial to keeping your commission data accurate and your sales operations running like clockwork.

This is where effective dates in Salesforce Spiff come in. They help you manage when a rep’s deals are included in team rollups and when team leads can see their commission statements. Whether someone switches teams, gets assigned a new commission plan, or even exits the company, effective dates ensure everything stays neat, organized, and intact—no data gets lost, and no calculations go haywire.

Managing these transitions can seem complex, but with effective dates, it’s simpler than you think. Consider this example. At Cloud Kicks, the home of stylish, custom sneakers, commissions are the name of the game for keeping the sales team motivated and focused. With rapid sales growth, the company is always looking to streamline operations and ensure accurate commission calculations.

Meet Candace Evans, a star sales rep at Cloud Kicks. She’s excelling on the Retail Sales team, but starting January 1, 2025, she’s joining the Corporate Sales team to focus on high-value deals. The transition means including her deals in the Corporate Sales team's rollups, and giving the team lead access to her commission statements from that date onward.

Linda Rosenberg, the Spiff admin, is on the case. She uses effective dates to make this transition smooth. By setting the appropriate dates, Linda ensures that Candace’s team change is reflected accurately in Spiff without affecting her past deals or commission calculations. Explore how she does it!

Assign Team Effective Dates for Single Users

There are a few ways to assign teams with effective dates in Spiff, and the approach depends on the scenario—assigning a single rep, multiple reps within the same team, or multiple reps across different teams. No matter the situation, the process is straightforward.

Here are the specific requirements that Linda’s planning to fulfill from January onward.

• Exclude Candace’s deals from the Retail Sales team.
  
• Hide Candace’s commission statements from her Retail Sales team lead.
  
• Include Candace’s deals in the Corporate Sales team rollups.
  
• Provide the Corporate Sales team lead access to Candace’s commission statements for her new role.
  
• Retain historical data from Candace’s time on the Retail Sales team.
  

Linda’s goal is to make Candace’s transition error-free, ensuring accurate tracking and reporting for both teams.

First, set an effective until date on Candace’s Retail Sales team assignment.

1. Click Admin and select Users.
   
2. Click the user profile.
   
3. In the Team Assignments section, turn on Edit to enable editing.
   
4. Next to the Retail Sales Team assignment, set Effective Until to December 31, 2024.
   
5. Save your work.
   

Removing Candace from the Retail Sales team excludes her deals from any team rollup after January 1. Her previous team lead also loses access to Candace’s commission statements. This ends her Retail Sales team assignment, while preserving all data before January 1. Now, Candace is ready for a new team assignment.

Next, assign Candace to the Corporate Sales team with an effective date.

1. Click Admin and select Users.
   
2. Click the user’s profile to open their profile page.
   
3. In the Team Assignments section, turn on Edit to enable editing.
   
4. Click Add Team Assignment.
   
5. Select Corporate Sales Team.
   
6. Set Effective As of date to January 1, 2025.
   
7. Save your work.
   

Linda has now assigned Candace a new team effective as of January 1, 2025, with her last assignment ending before that. This way, her deals seamlessly contribute to the Corporate Sales team's rollups from the effective date, and her past performance data remains intact and accurate.

As you just witnessed, assigning effective dates for a team assignment from the user page is easy and simple. But Spiff doesn’t stop there—it offers multiple options to manage effective dates efficiently. Learn about those options next.

Assign Team Effective Dates for Multiple Users

Assigning effective dates for all the reps in a team is crucial for ensuring accurate commission calculations and smooth operations. This step is especially important when rollups are involved, as they rely on precise team assignments to aggregate data correctly. Additionally, effective dates control the team lead’s visibility into each team member’s commission statements, keeping everything transparent and organized.

Here’s how to update the effective dates for multiple reps within a single team.

1. In the navigation bar, click Teams.
   
2. Select the team for which you want to assign the effective dates. This opens the Teams page.
   
3. Turn on Edit to enable editing.
   
4. Locate the Effective As Of and Effective Until columns next to each user.
   
5. Use the date selector to modify the values in these columns for the relevant users.
   
6. Review the changes, and ensure the dates are accurate.
   
7. Save your work.
   

Congrats! You now know how to easily adjust the effective dates for all the users in a specific team, ensuring clean and accurate data.

Assign Team Effective Dates for Multiple Users Across Teams

Managing effective dates for multiple users across different teams sounds challenging, but Spiff makes it simple with the Team Assignments page. Use this page to efficiently update or assign effective dates for reps in various teams, all from a centralized location. Whether you’re onboarding new reps, reassigning team members, or adjusting dates for rollups, the Team Assignments page ensures accuracy and consistency, and saves valuable time.

Here’s how to assign effective dates for multiple users across teams.

1. Click Admin and select Users.
   
2. Click the Team Assignments tab. This page displays a centralized list of users, their assigned teams, and the Effective As Of and Effective Until dates.
   
3. Turn on Edit to enter edit mode.
   
4. Update the appropriate Effective As Of and Effective Until fields for each user.
   
5. Save your work.
   

That's a wrap on team effective dates. Linda successfully assigned Candace to her new team, setting the effective date to January 1, 2025. Now, Candace is ready to join the Corporate Sales team.

To motivate its team, Cloud Kicks is planning to roll out a temporary bonus plan for all team members. Linda is planning to set up plan effective dates to make this happen. In the next unit, you learn all about it. So, keep reading!