Round robin task assignment in workflow?

[SDay29]

Hello,

I'm wondering if there's a way to create a round robin task assignment within a workflow? For example, we have an onboarding workflow and would like call tasks to be generated and assigned to our sales reps equally - is there a way to do this? I know that a shared task queue could be created, but it's my understanding that anyone in that queue could complete the tasks, and they're not assigned to specific users?

Thank you!
Stephanie Day

[karstenkoehler · Accepted solution]

Hi @SDay29,

Are those tasks linked to company / deal / contact records? If so, it sounds like you do not want to use the respective owner properties for that.

The solution that jumps at me would be a custom owner property on the object you're creating the task on. You would create a custom property, property type HubSpot user, called "Onboarding task owner". The rotate record workflow action can rotate into custom owner properties as well - meaning that you could rotate/assign the new custom owner, then create a task for that custom owner.

Have a look and let me know what you think!

[Shweta95]

Hi Stephanie,

HubSpot workflows don’t have a built-in round-robin task assignment feature, but you can achieve it with a workaround:

Workaround Using Custom Properties:

1. Create a Custom Property:

   • Set up a property like "Task Assignee Counter" to track which sales rep should get the next task.

2. Use Workflow Branches:

   • Create branches in your workflow based on the "Task Assignee Counter" value.
   • Assign tasks accordingly (e.g., if the value is 1, assign to Rep A; if 2, assign to Rep B, and so on).

3. Increment the Counter:

   • Add an action to increase the counter by 1 after assigning each task.
   • Reset the counter (e.g., back to 1) when it exceeds the number of reps.

4. Test and Optimize:

   • Test the workflow to ensure tasks are evenly distributed.

For a Simpler Solution:

If you'd like an easier and more robust way to handle round-robin assignments, consider integrating with lead distribution tools like LeadAngel or LeanData. These platforms specialize in advanced routing, making it seamless to assign tasks or leads equally across your team without manual setup.

[Lucila-Andimol · Accepted solution]

Hi @SDay29 

depending on how you are handling onboardings how you can solve this.

Meaning, this could be just a pipeline with a custom owner property for onboarding or a custom object called Onboarding and having the onboarding call task owner assigned. 

Another idea would be using a shared meetings link for the onboarding call and connecting all the owners to that calendar to have the ability to rotate them evenly.

A more advanced option is we can set this up as custom coded action in a Workflow with Operations Hub.

This will mean that the task distribution for this type of activity can be setup specifically as your company needs.

PS: There is an idea in the forum to have the rotate task owner functionality that you can upvote he...

Hope this helps

[karstenkoehler · Accepted solution]

Hi @SDay29,

Are those tasks linked to company / deal / contact records? If so, it sounds like you do not want to use the respective owner properties for that.

The solution that jumps at me would be a custom owner property on the object you're creating the task on. You would create a custom property, property type HubSpot user, called "Onboarding task owner". The rotate record workflow action can rotate into custom owner properties as well - meaning that you could rotate/assign the new custom owner, then create a task for that custom owner.

Have a look and let me know what you think!

[SDay29]

The tasks would be linked to company and contact records, but that's correct - I don't want to use the owner properties for this.

I'll try creating that custom property. Thanks!