Auto Rotate, ability to mark user as on vacation or sick to remove/skip them in workflow

HubSpot Ideas
61

I still see a few problems with this approach:

1) Each user can only have 1 Primary team and assignments only rotate to those of the Primary Team

2) An admin still has to add/remove users from each Team

3) When a team membership is changed, the round-robin rotation resets, so effecively the first member of each team gets more assigned.

I have teams in all my assignments and have limited my service reps to the “Fully Trained” team or the “Onboarding” team. I add/remove the on-boarding team to/from assignments as that person gets trained (I only hire one at a time, so this works, otherwise I’d be **bleep**.)

What we really need to see is for the individual user to switch from Online to Offiline, or Active/Inactive within the team.

62

Great(?) stuff. Thanks for expanding and sharing. I think this is the type of in-depth examples Hubspot needs to see. I’d think an admin would also need the ability to turn someone Active/Inactive if the user forgets to set it themselves?

63

It would also be beneficial if an admin could also automatically assign the tickets or conversations from an absent team member. For example, if a team member is sick, I have to manually change the owner of all of his conversations to other team members.

64

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65

It’s been +5 years since this request was submitted. How is it possible that this is still “Not Currently Planned”?!

It puzzles me that HubSpot, known for its automation tools, allows this level of manual work…

66

We need this as well. We have two options - either we manually reassign tickets or we manually remove users from all ticket assignment workflows…

67

This would be amazing, please do this

68

Much needed !

69

Basic stuff really - either the person is “online” (away/live/whatever) or not… Really should be a part of any basic Sales room package

70

It does seem somewhat farcical that this isn’t in place.
How can the system run automated if you can’t set in parameters around the people, working hours or times of unavailability without there being manual intervention.
Needs a full review - as we were essentially sold the service hub package on that basis so our CS team can be assigned tickets automatically

71

Staff should definitely have some availability management. Maybe a tie in to the meeting scheduler? if there was a tick box ‘remove me from allocations when i am not available on this calendar’. I don’t know if meeting schedules allow you to block out days, but we would be happy if it include 365 integration and excluded days marked as non working days.

We have also often sought the ability to have weighted distributions. But I understand how the current rotation system works, it is simple but does not fit well with weighted distribution. I would like to think that we can maybe rotate between teams, and be member of multiple teams too. i.e. the rotation goes between team a and team b - at this point, it is 50/50 between teams. The rotator needs to remember that the allocation was to team a or b etc. then within team a, there can be 2 people who rotate as per normal but team b can be 3 people. Using this method, I would be able to have person a, b in Team a, then person a, b, c in team b. person c would in theory recieve 20% share, and person a and B would receive 40% each.

72

Great idea! Must have

73

That would be great to have it!

74

this would be really helpful!

75

I’m completely agree with this topic. Actually on my company, if someone is on vacation, he/she has to talk with her/him collegue, and he/she has to see their collegue’s tasks everyday. That’s awful. Could be nice if you could have two options,

- Someone is fired from the team. So change all the workflows where he appears to this other user.

- Someone is on vacation. This user is temporaly unvialable, so, please reassign her tasks to this other user.

Would be nice if we has it.

76

I too am looking for this functionality. The app marketplace has lackluster solutions as well. Would be great if HubSpot could provide even a cursorary work around!

77

I’m absolutely shocked that this is still not a thing! Also why do we not have a global holidays setting that we can set instead of having to add holidays to every single workflow. Beyond frustrating.

78

I created a logic that uses a Google spreadsheet and Operations Hub to achieve this.

AntoineBr_0-1697012987339.png
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Long story short you manage your OOO users in a spreadsheet like this :

AntoineBr_2-1697013040716.png
AntoineBr_2-1697013040716.png794×306 77.9 KB

And each time you have a ticket / deal… assigned to someone, a WorkFlow looks in this sheet to see if that person is OOO.
If so it looks for a backup individual.
If no then it finds someone ( randomized) in the team you set as “backup team”
If you want to implement this follow my guide / tutorial on this article: Easy owners rotation in HubSpot with Operations Hub | Antoine Brossault
Antoine

79

Thanks a lot for your message. Actually im not using tickets, im using tasks, so i think this sollution it’s not able to use in my hubspot.

80

@SIvars Instead of tickets

Put tasks in the third block :
Watch the video :

/*
 *
 * Edit your Secret Name here 
 */
const SECRET_NAME = "privateAppToken"

const OBJECTS_TYPE = "tasks"