Shark Tank in Shape Software helps teams redistribute leads, recover neglected opportunities, and create shared lead pools that users can work based on rules you control.
Instead of allowing valuable leads to sit untouched, Shark Tank automatically identifies records that meet your criteria and makes them available to eligible users. Administrators can control which leads qualify, who can access them, how they are prioritized, when Shark Tanks are available, what users can see before claiming, and whether a user must claim a lead before opening the full record.
Whether you’re redistributing aged leads, building a shared sales queue, balancing workloads, or creating a tightly controlled lead claiming process, Shark Tank gives you a flexible way to keep opportunities moving.
What Is Shark Tank?
Shark Tank is Shape Software’s shared lead distribution and lead redistribution system.
Rather than allowing neglected records to remain assigned to users who are no longer actively working them, Shark Tank places qualifying records into a shared pool where eligible users can claim ownership and continue working the opportunity.
Administrators determine:
- Which records qualify for a Shark Tank
- When records become eligible
- Which users, teams, or departments can access each Shark Tank
- How available records are prioritized
- When the Shark Tank is active
- What information users can see before claiming
- Whether users can access a record before claiming it
- How many records users can claim within a Shark Tank
Because each Shark Tank can have its own configuration, organizations can create different lead distribution strategies for different teams, campaigns, products, departments, or business processes.
Why Use Shark Tank?
Lead generation is expensive. When a lead stops receiving attention simply because the original owner became busy, changed roles, or moved on to other opportunities, there may still be value left in that record.
Shark Tank gives those leads another opportunity to be worked.
Common uses include:
- Redistributing neglected or aged leads
- Recovering opportunities that would otherwise sit untouched
- Creating shared lead pools for sales teams
- Improving speed to lead and follow-up consistency
- Balancing workloads across users
- Giving users access to additional opportunities after working their assigned leads
- Creating dedicated lead pools for certain products, campaigns, branches, or departments
- Building controlled lead claiming workflows where users must take ownership before accessing a record
Instead of manually reviewing old records and reassigning them one at a time, administrators define the qualification rules and Shape determines which records should become available.
How Shark Tank Works
At a high level, Shark Tank follows a simple process.
Once a record meets the configured Shark Tank rules, it becomes available to users who have access to that Shark Tank.
Depending on the configured view type, users can either select a specific record from a list or allow Shape to automatically assign the next eligible record.
After a record is claimed:
- The record is immediately assigned to the claiming user.
- The record is removed from the Shark Tank for other users.
- A Shark Tank activity is recorded in the record’s activity history.
- The user can begin working the record through their normal Shape workflow.
If the record later meets your Shark Tank eligibility rules again, it can return to a Shark Tank based on your configuration.
Shark Tank View Types
When creating a Shark Tank, administrators can choose how users access available opportunities.
List View
List View displays available Shark Tank records in a list.
Users can review the information administrators have chosen to display and decide which record they want to claim.
List View is useful when:
- Users specialize in certain types of opportunities
- Different leads require different expertise
- Teams benefit from choosing opportunities manually
- Administrators want users to review limited information before deciding whether to claim
Administrators can also control how much interaction is allowed before the user claims the lead.
A List View can use the normal behavior, where users can open available records, or it can be configured so the Claim button is the only way to access the record.
Pull Queue View
Pull Queue removes the ability to browse individual leads.
Instead, the user selects Get Lead, and Shape automatically assigns the next eligible record based on the Shark Tank’s prioritization settings.
Pull Queue works well when:
- Leads should be distributed consistently
- Users should not choose their own leads
- Administrators want to reduce cherry-picking
- Fair distribution is more important than manual selection
- Users need a fast, simple way to receive their next opportunity
Pull Queue still respects the prioritization rules configured for that Shark Tank.
Claiming Shark Tank Records
Claiming a record transfers ownership of the lead to the user who claimed it.
Once claimed, the record behaves like another assigned record in Shape. The user can call, text, email, create notes, schedule follow-up, update statuses, and continue moving the opportunity through their normal workflow.
What Happens if Two Users Try to Claim the Same Lead?
Shark Tank uses a first-come, first-served claiming model.
If two users attempt to claim the same record at nearly the same time, the first successful claim receives ownership. The other user is notified that the record has already been claimed.
This prevents two users from taking ownership of the same Shark Tank record.
Requiring Users to Claim Before Accessing a Lead
Individual Shark Tank List Views can be configured so users must claim a lead before they can access the full record.
When Claim-Only Access is enabled, the Claim button becomes the only actionable item within that Shark Tank list.
Users can still review the information displayed in the list, sort columns, and filter available records, but they cannot open the lead by clicking the row or one of its columns.
They must claim the lead first.
Once the claim is successful, ownership transfers to the user and they can access the full record through their normal Shape workflow.
Claim-Only Access Is Configured Per Shark Tank
Claim-Only Access is a list-specific setting.
That means your organization can require users to claim before opening records in one Shark Tank without changing another Shark Tank.
For example:
- Shark Tank Admin: Claim-Only Access enabled
- Bank Pilot: Claim-Only Access disabled
Changing the setting for one Shark Tank List View does not affect the others.
When Claim-Only Access Is Off
Claim-Only Access is off by default.
When it is off:
- Users can click a record or its columns to open the lead.
- Users can review the record before claiming it.
- The Claim button continues to work normally.
When Claim-Only Access Is On
When enabled:
- Users can view the information displayed in the Shark Tank list.
- Users can sort the available records.
- Users can filter the Shark Tank list.
- Users can select Claim to take ownership of a lead.
- Users cannot open the full record by clicking the row or its columns.
- Users must successfully claim the lead before accessing the record.
The Claim button becomes the only actionable item for individual records within that Shark Tank List View.
This setting applies only to Shark Tank List Views and does not change standard Shape list pages or other areas of the application.
Why Use Claim-Only Access?
Claim-Only Access is useful when organizations want users to make their ownership decision based only on the information shown in the Shark Tank.
It can help:
- Require ownership before users review the full record
- Prevent users from opening multiple leads before deciding which one to claim
- Reduce cherry-picking based on information administrators did not intend to expose
- Create clearer ownership and accountability
- Prevent interaction with shared leads before assignment
- Give administrators more control over the lead claiming process
For organizations with strict lead distribution policies, this creates a clear distinction between an available lead and an assigned lead.
Setting Up a Shark Tank
Administrators can create multiple Shark Tanks for different teams, workflows, or lead groups.
Navigate to Settings › Shark Tank.
From there, select Create New Rule to create a new Shark Tank or edit an existing configuration. The current Shark Tank configuration supports controls for view settings, access and assignment, rules, field filters, prioritization, and optional features.
Name Your Shark Tank
Use a name that clearly communicates the purpose of the shared lead pool.
Examples include:
- Aged Leads
- Internet Leads
- Refinance Opportunities
- Contract Follow-Up
- Realtor Leads
- Renewal Opportunities
- Past Customer Opportunities
Clear naming becomes especially helpful when users have access to several different Shark Tanks.
Select the Record Type
Choose the type of record that should be evaluated for the Shark Tank.
Available record types may vary depending on your organization’s Shape configuration and enabled features.
Configure User Access
Determine who should have access to the Shark Tank.
Access can be configured for eligible users based on your organization’s setup. Only authorized users can view and claim records from that Shark Tank.
Shark Tank Daily Caps
Administrators can configure Daily Caps to limit how many records a user can claim from a particular Shark Tank during a rolling work period.
The Shark Tank claim window begins when the user claims their first record. The configured claim limit remains in effect for the next eight hours, after which the user’s available Shark Tank claims reset.
For example, if a user’s first Shark Tank claim occurs at 9:00 AM, the claim window runs until 5:00 PM.
Shark Tank Daily Caps can help:
- Distribute opportunities more evenly
- Prevent a small number of users from claiming every available record
- Encourage broader participation in shared lead pools
- Balance workloads throughout the day
Shark Tank Caps vs. New Lead Distribution Caps
Shark Tank claims are separate from normal new lead distribution.
A lead that a user actively claims through Shark Tank does not count toward that user’s new lead distribution cap.
This allows teams to limit how many new leads are automatically distributed to a user while still allowing that user to work additional opportunities from Shark Tank.
If you also configure a Shark Tank Daily Cap, that Shark Tank-specific limit continues to apply independently.
State Eligibility
Organizations operating across multiple licensed or restricted states can use State Eligibility.
When enabled, Shark Tank evaluates the state associated with the record against the states the user is eligible to work. This helps prevent users from claiming opportunities outside their authorized territory.
Change Status Upon Assignment
A Shark Tank can automatically update a record’s status when the lead is claimed.
This can help teams immediately identify that ownership has changed and can support downstream automation, reporting, or follow-up workflows after assignment.
Creating Shark Tank Rules
Rules determine which records become eligible for a Shark Tank.
Only records that meet the configured criteria are made available.
Rules can include criteria such as:
- Included statuses
- Excluded statuses
- Marketing channel types
- Marketing campaign sources
- Tags
- Standard CRM fields
- Custom fields
For example, you could create separate Shark Tanks for:
- Leads in a particular status
- Leads from a specific marketing provider
- Contacts with a particular tag
- Opportunities generated by a certain campaign
- Aged leads that have not been contacted recently
This allows administrators to create focused lead pools rather than placing every available record into a single shared queue.
Advanced Shark Tank Filters
Shark Tank supports advanced field filters so administrators can build highly targeted lead redistribution rules.
Available fields can include information such as:
- Create Date
- Conversion Date
- Last Assigned Date
- Last Contact Attempt
- Total Contact Attempts
- Total Call Attempts
- Last Call Attempt Date
- Last Status Change Date
- Next Calendar Event Date
- Shape IQ AI Lead Score
- Custom fields
Filters can be combined to create more specific qualification criteria.
For example, you could create an aged lead Shark Tank containing leads that:
- Have not been contacted within the last seven days
- Were assigned more than two days ago
- Have fewer than three call attempts
- Do not have an upcoming calendar event
- Meet a particular custom field requirement
Rather than redistributing leads based only on status, these filters allow you to build rules around how the lead has actually been worked.
Custom Field Filters
Shark Tank can also evaluate custom fields configured within Shape.
This is useful when your organization uses business-specific data such as:
- Product type
- Territory
- Customer segment
- Internal classification
- Loan or transaction information
- Campaign-specific attributes
- Other custom data stored on the record
Using custom fields allows the Shark Tank to follow your existing business process instead of forcing every organization into the same lead distribution model.
Prioritizing Shark Tank Leads
Once records qualify for a Shark Tank, Shape can determine the order in which they are presented or distributed.
Common prioritization options include:
- Created Date
- Conversion Date
- Last Status Change Date
- Last Call Attempt Date
- Total Call Attempts
- Shape IQ AI Lead Score
Administrators can sort eligible records in ascending or descending order depending on the goal.
For example, you may want to:
- Prioritize the oldest neglected leads first
- Surface records with the fewest call attempts
- Prioritize the highest AI-scored opportunities
- Present recently converted opportunities first
When using Pull Queue, these prioritization rules determine which eligible record Shape assigns when a user selects Get Lead.
Advanced Shark Tank List View Controls
Shark Tank List Views include several controls that allow administrators to determine exactly what users can see and do before claiming a lead.
These settings can be used individually or together.
Lock Columns
When Lock Columns is enabled, administrators control which columns users can see in that Shark Tank List View.
This can help:
- Standardize the information displayed to every user
- Control what users can see before claiming
- Prevent additional fields from influencing lead selection
- Reduce information overload
- Create a consistent lead preview
Lock Columns is especially useful when combined with Claim-Only Access because administrators can determine exactly which information a user is allowed to evaluate before taking ownership of the lead.
Hide Quick Actions
Shark Tank List Views can include Quick Actions that allow users to perform activities directly from the list.
Depending on the user’s configuration and permissions, Quick Actions can include activities such as calling, texting, emailing, creating notes, or scheduling calendar events.
When Hide Quick Actions is enabled:
- Quick Action buttons are removed from the Shark Tank List View.
- The Claim button remains available.
- Users cannot use those Quick Actions to begin working the lead before claiming it.
This setting affects the Shark Tank List View only. It does not remove Quick Actions elsewhere in Shape.
Claim-Only Access
Claim-Only Access controls whether users can open the full record before taking ownership.
When enabled:
- Users cannot open the record by clicking a row or column.
- The Claim button is the only actionable item on an individual Shark Tank record.
- Users must claim the lead before accessing the full record.
- Sorting and filtering remain available.
Claim-Only Access works independently from Hide Quick Actions.
Creating a Controlled Lead Claiming Experience
For organizations that want maximum control over what users can see and do before claiming, administrators can combine:
Lock Columns + Hide Quick Actions + Claim-Only Access
Together, these settings allow administrators to:
- Control exactly which lead information is displayed.
- Remove Quick Actions that could be used to work the lead.
- Prevent users from opening the full record.
- Require the user to claim ownership before accessing or working the opportunity.
This creates a clear workflow:
Review available information › Claim the lead › Access the full record › Begin working the opportunity
Shark Tank Run Schedules
Run Schedules control when a Shark Tank is active and available to users.
Instead of making shared opportunities available throughout the entire day, administrators can define specific availability windows based on the organization’s workflow.
For example:
- Newly assigned leads are worked during the morning.
- An aged-lead Shark Tank opens later in the day.
- Users can claim additional opportunities after completing their primary assigned workload.
Each Shark Tank can have its own independent run schedule.
Can a Record Appear in Multiple Shark Tanks?
Yes.
A record can qualify for multiple Shark Tanks when it meets the configured rules for each one.
While this can be intentional for specialized workflows, administrators should avoid unnecessary overlap where possible.
Clearly defining the purpose and eligibility requirements of each Shark Tank generally creates a simpler user experience and more predictable lead distribution.
Working a Record After Claiming It
Once a user claims a record, the lead becomes part of that user’s assigned workload.
From there, the user can work the opportunity through the normal Shape workflow.
Depending on permissions and enabled features, this can include:
- Making phone calls
- Sending text messages
- Sending emails
- Creating notes
- Scheduling calendar events
- Updating statuses
- Completing follow-up activities
- Continuing the opportunity through the sales process
Claiming establishes ownership. What happens next follows your organization’s normal workflow.
Shark Tank Best Practices for Administrators
A strong Shark Tank should make it clear which opportunities are available, why they qualify, and what users are expected to do after they claim one.
Create Purpose-Built Shark Tanks
Avoid placing every aging or neglected lead into one massive shared pool.
Consider creating separate Shark Tanks around specific workflows, such as:
- ✓Aged internet leads
- ✓Refinance opportunities
- ✓Past customers
- ✓Renewal opportunities
- ✓Leads from a particular campaign
- ✓Leads requiring a particular specialty or license
Focused Shark Tanks are easier for users to understand and give administrators more control over the rules for each workflow.
Decide How Much Information Users Should See Before Claiming
Not every organization wants the same claiming experience.
If users should be able to review the full lead before deciding whether to claim it, leave Claim-Only Access off.
If the user’s decision should be based only on the information displayed in the Shark Tank, enable Claim-Only Access.
Use Lock Columns when you also want to determine exactly which fields appear in that preview.
Use Claim-Only Access When Ownership Should Come First
If users should not browse full lead records without accepting ownership, enable Claim-Only Access.
This is particularly useful for organizations that want to reduce cherry-picking or create stronger accountability around shared lead pools.
Hide Quick Actions When Users Should Not Work Unclaimed Leads
If users should not call, text, email, or otherwise begin working a lead while it remains in the shared pool, enable Hide Quick Actions.
For stricter workflows, use it together with Claim-Only Access.
Use Pull Queue When Users Should Not Choose Leads
If fairness and consistent distribution are more important than allowing users to select specific opportunities, Pull Queue may be a better choice than List View.
Shape will use the configured prioritization rules to determine which eligible lead is assigned next.
Use Shark Tank Caps Separately From New Lead Caps
New Lead Distribution Caps and Shark Tank Daily Caps solve different problems.
Use your normal new lead cap to control how many newly distributed leads a user receives.
Use a Shark Tank Daily Cap when you also want to control how many additional shared opportunities the user can actively claim.
Because Shark Tank claims do not count toward the user’s normal new lead distribution cap, administrators can control each source of opportunity independently.
Avoid Unnecessary Rule Overlap
If the same records repeatedly appear in several Shark Tanks, users may have difficulty understanding which queue they should work.
Keep qualification criteria distinct unless the overlap is intentional.
Review Shark Tank Performance Regularly
Lead volume, staffing, marketing sources, and business priorities change over time.
Periodically review your Shark Tank:
- ✓Eligibility rules
- ✓Filters
- ✓Prioritization
- ✓Daily Caps
- ✓Access settings
- ✓Run Schedules
- ✓List View controls
Small changes to eligibility or prioritization can significantly change which opportunities are being redistributed.
Frequently Asked Questions About Shark Tank
Why can’t I open a lead from a Shark Tank?+
Your administrator may have enabled Claim-Only Access for that Shark Tank.
When Claim-Only Access is enabled, you can review the information displayed in the list, but you cannot open the full record by clicking the row or its columns.
Select Claim first. After the lead has been successfully assigned to you, you can access the full record.
Can I Still Sort and Filter When Claim-Only Access Is Enabled?+
Yes. Claim-Only Access prevents users from opening or interacting with individual records before claiming them. It does not prevent users from sorting columns or filtering the Shark Tank list.
Is Claim-Only Access Enabled for Every Shark Tank?+
No. Claim-Only Access is configured independently for each Shark Tank List View. One Shark Tank can require users to claim before accessing records while another can continue using the standard List View behavior.
What Is the Default Claim-Only Access Setting?+
Claim-Only Access is off by default for Shark Tank List Views. When it is off, users can open records normally from the list while still having access to the Claim button.
What’s the Difference Between Hide Quick Actions and Claim-Only Access?+
Hide Quick Actions removes list-level activities such as calling, texting, emailing, creating notes, or scheduling events from the Shark Tank List View. Claim-Only Access prevents the user from opening the full record before claiming it. The settings work independently and can also be enabled together.
Can I Control What Users See Before They Claim a Lead?+
Yes. Use Lock Columns to determine which fields users can see in the Shark Tank List View. For a more controlled workflow, combine Lock Columns with Hide Quick Actions and Claim-Only Access.
Do Shark Tank Claims Count Toward a User’s New Lead Distribution Cap?+
No. Leads claimed through Shark Tank do not count toward a user’s normal new lead distribution cap.
New lead distribution caps control how many newly distributed leads a user can receive through your standard lead distribution rules. Shark Tank is separate because the user is actively claiming an opportunity from a shared lead pool.
For example, a user who has already reached their normal new lead distribution cap can still claim eligible leads from Shark Tank as long as they have access to that Shark Tank and have not reached any Shark Tank-specific Daily Cap.
The two limits are tracked independently:
- New Lead Distribution Caps control newly distributed leads.
- Shark Tank Daily Caps control how many shared leads a user can claim from a particular Shark Tank.
Why Don’t I See Any Records in Shark Tank?+
A Shark Tank only displays records that meet its configured qualification rules. If no records currently qualify, the Shark Tank may appear empty. Your access, eligibility settings, or other configured requirements can also affect which records are available to you.
Why Can’t I Claim a Shark Tank Record?+
There are several possible reasons. Another user may have claimed the record first, the record may no longer meet the Shark Tank rules, State Eligibility may prevent you from working the record, or another access or qualification rule may apply.
If records appear to be available but you cannot claim them, contact your Shape administrator to review your Shark Tank access and eligibility settings.
What Happens After I Claim a Lead?+
The record is immediately assigned to you and removed from the Shark Tank for other users. A Shark Tank activity is logged, and you can begin working the lead through your normal Shape workflow.
Can a Lead Return to Shark Tank?+
Yes. If the record later meets the configured Shark Tank eligibility rules again, it can become available through Shark Tank again.
Can the Same Lead Appear in More Than One Shark Tank?+
Yes. A record can qualify for multiple Shark Tanks when it satisfies the rules for each one. Administrators should generally avoid unnecessary overlap unless it supports an intentional business process.
What’s the Difference Between Shark Tank List View and Pull Queue?+
List View allows users to browse the available records and select which lead they want to claim. Pull Queue does not allow the user to select a specific lead. The user chooses Get Lead, and Shape automatically assigns the next eligible record based on the configured prioritization rules.
Can Different Shark Tanks Have Different Settings?+
Yes. Each Shark Tank can support its own purpose, qualification rules, users, prioritization, schedule, caps, and List View controls. This allows organizations to build different lead redistribution strategies for different teams and workflows.
Build a Shark Tank Around the Way Your Team Works
Shark Tank is more than an aged-lead queue.
With configurable eligibility rules, advanced filters, prioritization, Pull Queue distribution, run schedules, claim limits, locked columns, hidden Quick Actions, and Claim-Only Access, administrators can control both which leads become available and how users are allowed to access them.
Teams that want a more open shared lead environment can allow users to review opportunities before claiming them.
Teams that prioritize fair distribution can use Pull Queue to automatically determine which opportunity comes next.
Organizations that require tighter ownership controls can limit the information users see and require a successful claim before the full lead becomes accessible.
The result is a lead redistribution process that can match the way your organization actually sells, while helping valuable opportunities get another chance to convert.