ProxiMap Guide

1. The one idea to get first

Almost every confusing thing in ProxiMap comes from one distinction, and once you have it the rest is obvious.

An account is a row from your file. A hospital, a school, a customer. It has a ZIP, so it lands somewhere on the map as a dot.

An area is a piece of the country. A county, a ZIP code, or a state. It is a shape, and it is what actually gets colored in.

When you import a list with a territory column, ProxiMap knows which rep owns which account. It does not yet know which rep covers which ground. That is why a fresh import can look like a blank map even though every account came through fine. The dots are there. Nobody owns any ground yet.

Fixing that is one click, and it is the next section.

2. The five minute version

If you only read one section, read this one.

That is the whole workflow. Everything below is detail on one of those five steps.

3. Getting your file right

CSV or paste. One row per account. A header row helps but is not required.

Things that bite people

• Excel eats leading zeros. A Connecticut ZIP saved as 6067 instead of 06067 is the single most common problem with uploaded files. We put them back automatically, so you do not need to fix your file.
• Blank or N/A ZIPs cannot be placed. Those accounts stay in your plan and appear in a list under the map so you can fix them. They are never silently dropped.
• Non US postal codes will not place. A Canadian code like M5V 3L9 is not a US ZIP and there is nowhere to put it.
• Your own columns come along. Everything else in your file rides through to the export untouched, so your record IDs survive the round trip.

4. Building areas from accounts

This is the step that does the heavy lifting, and if your list had a territory column it has already run by the time you see the map. It takes a map where territories own accounts and turns it into a map where territories own ground.

It runs in three passes:

1. Seed. Any county holding your accounts goes to whichever territory has the most of them in it.
2. Fill. Counties with no accounts go to the nearest territory that already works in that state, so nobody ends up covering an island they have never sold into. This is what gives you a map with no holes.
3. Smooth. A county surrounded by one other territory joins it. Repeated until it settles. This is what turns speckle into clean borders.

Everything it did is one Undo away, and the message afterwards tells you the numbers: how many came from your accounts, how many were filled in between, how many got tidied.

5. The five tools

The Tool dropdown decides what a click on the map does. This trips up more people than anything else, because the map opens in Move mode where clicks deliberately do nothing.

Nothing commits the moment you draw. A selection is staged first, you see what it does to the balance, and then you approve it. Tick Keep this menu open at the bottom of the Tool dropdown if you are switching tools constantly.

6. The three select modes

Select decides what your tool is allowed to grab. It matters more than it looks.

7. Groups: the layer above a territory

Most sales orgs have more than one level. Region over district over rep is the normal shape, and if your territory names look like "SBU1 - Chicago" you are already doing this by hand inside a text column.

A group is a named bag of territories. Call it a region, a district, an area, a pod, a vertical, whatever you actually say out loud. Rename them to match your org.

What a group gives you:

• One rolled up number. Accounts, size, counties and territory count per group, on the Groups tab and in the Report.
• A filter. Show only one group's territories on the map. Handy for a regional review.
• A color. Tick "Color map by group" and the whole map recolors to one color per region instead of forty per rep.
• A zoom. The target button frames every territory in the group at once.
• A column in the export, so you can pivot by region in Excel or push it to a CRM.

The easy way: put it in your file

Add a column called Group, Region, District, Area, Zone or Division. We read it at import, build the groups, and drop each territory into the right one. Nothing to click.

The other way: set them up in the panel

1. Open the Groups tab in the panel.
2. Hit New group and rename it.
3. Scroll to "Which group is each territory in?" and set the dropdown for each one.

Groups and your team

If you are on a Team plan there are three views of the same map, and groups are the middle one:

• You, the owner. The whole map, editable.
• A regional manager. Assign them a whole group on the Team page and they see every territory in it, read only. Add a territory to that group later and they get it automatically, with no re-assignment.
• A rep. Assign them a territory and they see only theirs.

A manager or rep who is not building the map does not get the builder. They get a read-only view of their own patch: a header with their totals, buttons to zoom, save a picture and export their accounts, and the map. No wizard, no tools, nothing they cannot use.

One level, on purpose. Two tiers covers almost every small and mid-size sales org. If you need region over district over territory, use groups for the top level and put the district in the territory name.

8. Balancing the workload

The Balance panel is the point of the whole exercise. Pick what you are balancing on in the dropdown: counties, accounts, size from your file, a ProxiScore, or federal data underneath the map.

• Ideal is the total divided by the number of territories.
• Deviation is how far off that a territory is. Over 15% gets flagged.
• Auto-balance reshapes unlocked territories toward an even split.
• Even out is the gentler pass: keeps your shapes, only shifts from the overloaded ones.
• Lock a territory and neither of them will touch it.

The Report tab turns all of this into a page you can hand to somebody: a balance grade, a workload table, and where the outliers are.

9. Anchors, coverage and drive time

Every distance in ProxiSuite measures from a territory's anchor. It is worked out in this order:

1. A home ZIP you typed in the Settings tab. Always wins, because it is a person stating a fact.
2. The middle of that territory's accounts. Territories built from a list get this automatically.
3. The middle of its ground, for a territory that has been drawn but is still empty.

Coverage draws rings from each anchor by drive time or distance, so you can see what a rep can realistically reach. Set the two ring sizes and hit Draw.

10. Scenarios: trying a shape before you commit

Realignment is an argument, not a decision. "Is the new shape actually better than the old one" is what it always comes down to, and the honest answer needs both numbers side by side.

Save the shape of the map before you start changing it. Then change it. Then look at the Report.

• Save this shape as a scenario lives in Actions, and in the Scenarios table in the Report.
• The table shows Now against every saved scenario: territories, groups, ground, worst gap, how many are flagged, and a balance grade. The best one is marked.
• Use this shape puts the map back to that scenario.

Restoring moves ground only. Your accounts stay where they are and Undo puts it back. If a territory in the scenario has since been deleted, its ground comes back unassigned rather than resurrecting a rep who is gone, and the message tells you how many.

11. Exports, PNGs and printing

Everything lives under Actions in the toolbar.

• Split a territory cuts one patch into two, three or four. It splits on where the accounts actually cluster, then the ground follows, and both halves stay in the same group.
• Move a territory into another is the reverse: everything from one goes to the other, ground and accounts.
• Export assignments gives you a CSV of every account with its territory, plus ZIP, city, county, state, size and score, plus every original column from your own file.
• Export map PNG is the picture of the map as it looks right now. What you see is what you get, so set the view first.
• For a single territory: open the Settings tab, hit the target button next to the territory to zoom to it, then export the PNG. That is how you get one clean picture per rep.
• Files name themselves after what is in the frame: territory-denver-2026-08-04.png, group-west-2026-08-04.png, or territory-map-all-2026-08-04.png for the whole thing. Zoom to a territory and it is named after that territory; zoom back out and it is not, because a file called denver.png that shows the whole country is a file somebody pastes into the wrong slide.

12. Saving, backing up, sharing

• Saved locally means this browser has your plan. It saves as you work.
• Backed up means a copy is on your account, so a new machine or a wiped browser is a restore rather than a loss.
• Back up plan under Actions puts the whole thing in a file on your device. That file restores everything: territories, ground, anchors, settings.
• Save map keeps this as a named map you can reopen later, so you can keep more than one.
• Lock plan declares it finished, and the rest of the suite starts reading it as the source of truth.

13. When something looks wrong