HubSpot Ideas

nina

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

We have a pretty big sales team and we require them to respond to leads quickly to them being received. If a lead sits without a response for more than 15 minutes we are not doing our work the way we would like. We use a handful of workflows to distribute leads evenly through an auto-rotation.

 

Right now if someone goes on vacation I have to edit each workflow to remove them that day and then put them back in when they return. 

 

The issue is that this then disrupts the workflow and it assigns back to back leads to the same person or generally doesn't work correctly. If I had some other way to mark a particular user someone as not taking leads that day so that it would skip them or mean I didn't have to edit each workflow automatically this would greatly help both my time spent and the issues my removing them and putting them back in creates. 

HubSpot-Updates
Status aktualisiert zu: Not Currently Planned
June 25, 2021 09:16 AM

Hey everyone,

 

Sorry for forgetting to update the status of this.

 

We currently don't have anything planned for this but will update this thread if that changes.

 

Best,

Jesse

Status aktualisiert zu: Being Reviewed
April 20, 2020 12:21 PM

Hey Community!

 

Thanks for the replies and upvotes here. We are currently looking into this idea, and I will update the status with details when we have any new information.

 

One question I have for the group is: how do you all manage vacation now, and what would be the optimal way you would do this in HubSpot?

 

Thanks,

Jesse

97 Kommentare
CRoderigue
Mitwirkender/Mitwirkende

Is there a solution for this yet? @jtremblay 

ThaisCampbell
HubSpot Employee

+1

PSoucek
Teilnehmer/-in

Too bad HubSpot doesn't listen to user feedback and only makes changes at their whim. Many of those changes adversly affect our automations. Four years later and no update from HubSpot

FLerbach
Mitglied

Necessary!

VCunningham
Teilnehmer/-in

Once again, finding that Hubspot lacks basic functionality. This is absolute necessary for any company that distributes leads or tickets. We are planning to implement the "PTO team" to move someone into when they are on vacation, but really, that's a workaround we shouldn't have to consider. 

GPalethorpe1
Mitglied

Hi All

We have this issue also, until Hubspot find a way we have added an integration called Distributely, there is a cost to this but it takes away the pain of resetting your workflows to manage holidays etc. Plus with workflows using rotate , when you change the people they reset so don't always distribute leads as evenly as you would like. Distributely is really easy to set up and use then add into workflows

Would obs be great if Hubspot moved this requirement into development soon rather than later

Gill

 

lballesteros1
Mitglied

Hi!

Do we have any update on this?

RLeo
Mitwirkender/Mitwirkende | Diamond Partner

Please, this is very important and a much needed feature!

PSoucek
Teilnehmer/-in

After 4 years, HubSpot still not listening to user feedback on tools/processes that would dramtically help (and remove a major handicap) of their system. 

 

After building highly cmplex workflows and dipping into the HubSpot API... HubSpot doesn't seem to be the tool we expected... We're beginning the search for other tools to meet our needs.

VCunningham
Teilnehmer/-in

We are just about migrate our sales team to Hubspot. (This thread is making me nervous though :D). Our workaround plan is to create a fake team (e.g. PTO team) and move users temporarily to that team if they are off, so they are removed from workflows.

GPalethorpe1
Mitglied

Hi All We have added to Hubspot the add-in called Distributeley to manage our teams. It is easy to set up and the cost is minimal. When you have created the teams in there you can put them out of office very easily within the tool. Distributely is then added to the workflow. We have found this so much easier than changing the workflows when people are off. 

FPalmisano
Mitwirkender/Mitwirkende

This is also really needed in our organization. It's strange there's still no solution or improvement that allows it!

PSoucek
Teilnehmer/-in

Here's the solution HubSpot needs to add, very simple:

 

When a workflow has a "Rotate record to Owner" step, it simply needs to add a checkbox or drop down for "Only assign to Available Users" that can be selected, based on teh Inbox "Available" toggle. That way, the workflow creator can decide if there is a urgency that an Available needs to handle the object (ticket/deal/contact/lead). or if it can be assigned to someone not currently Available.

 

I now have part-time employees working, so I'm modifying team memberships several times a day to add/remove people as the clock in and out. The use of the "Available" staus from the Inbox would save me a ton of this wasted time and effort. 

 

The better version of this would have various "Available" status options like Available / Busy / At Lunch / Vacation / Offline that could be used.

 

Let's see if after 7 years of asking, HubSpot will make this seemingly easy and highly requested update.

sharoze
Mitglied

There's a workaround possibility to have a hubspot team called OOF or something and use it to pivot to reassigning the tasks or contacts, that's the best solution so far

samaramoliveira
Teilnehmer/-in

This is also really needed by most of our clients.

Samanderson41
Mitwirkender/Mitwirkende | Diamond Partner

Users now have a way to manage their working hours and out of office within their user profile. In their User profile under preferences, set their working hours and also any same-day or future out of office. 

Now these are really designed right now for Service Hub, but these settings do set a users Availability Status to "away" when they are not within their working hours or if they are out of office.

 

So how do you get this to work for Sales teams? Right now you can use a custom coded action (Operations Hub Pro required) to do the round-robin by referencng the availability status (hs_availability_status) and skipping those who are set to "away." Then you can set a delay for a period of time if you want a faster response to lead time and continue to re-route the lead to available reps. 

 

Not out-of-the-box but 100% doable with operations hub and a little bit of process optimization around team User settings.

LGsmetz
Mitglied

+1

How I manage it now?
I get an email a team member is going on leave. It could be for any reason. I create a task to edit the workflow and put the changes I made in the body of the task. I set the due date and time (typically end of day before their first day out) to take them out of the workflow. It could be placing a # sign in a custom code block, changing branches around, or just clicking the X to remove them from a rotation. Once I remove them I update the task due date and time to the day to add them back to the workflow. Thanksgiving and Christmas was difficult to say the least. As we grow this will not scale well at all.


How I would like to manage it?

Create a user property called PTO start, PTO end. The workflow honors these start and stop dates to keep them from getting assignments without changing branches around, adding a # sign in custom code, or just clicking X by their name in the rotation. As an added bonus, we could set a user property "PTO Backup" and have a list of team members to rotate the record to if needed where single assignments are performed in a branch.