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.
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?
How would I then set a user's availability if they don't work every weekend?
I want a customer to be able to book Mon-Sun every week, but a sales assistant only works evry other saturday and sunday.
In the availabilty I can't set it to be "available every saturday in odd weeks and unavailable saturdays in even weeks".
The workflow requires a user to remember to set an OOO ->Instead of blocking out days in the user's outlook calendar(which often leads to errors, people forgetting to manually block out times, etc), I would like to be able to set their availability based on a rolling schedule.
I see what you mean! Since my app relies on the default availability/working hours/out-of-office doing the use-case of "not in every other week" is difficult. It looks like something the google calendar sync integration could solve, since google calendar is a lot more powerful for these things - but it's a shame there doesn't seem to be an outlook integration.
There is an API route for changing user out-of-offices though, have you considered a custom coded workflow? One that files every week and switches your user from working weekends -> not working weekends -> back again?
@JTolley I know, that was basically our main reason for holding on to Calendly, since they allow for setting availablity and not setting unavailability.
We're moving to Hubspot's meeting scheduler and this is really the biggest pain point I'm facing.
The API routing sounds really interesting, I think we'll need to have a deeper look into that, since we'd want our customers to be able to book a meeting ca 6 weeks in advance and assigning the meeting by round robin, so shifting week to week may be a irrelevant in that sense?
Thanks, definetly take a look at the round robin action then! It can help you out.
I was thinking about your problem though, with the switching out of office, and I've added a few things to automate the changes of your employees out-of-office hours.
I added a few action to the app - an action for reading, an action for adding out of office times, and one for clearing out of office times.
So to solve your issue: 1. Trigger: Every week on monday 2. Read your employees out-of-office times to see if they will be out of office on the weekend. 3. If so, remove that out-of-office weekend event. 4. If not, add the out-of-office weekend event.
Every time this executes (once a week) it will flip-flop between adding weekend out-of-office hours and removing them. Which should save you from needing to do it manually again.
If you decide to go down this route send me a message and I can help you get it set up - there's a few kinks I need to work out and no documentation atm like:
1. Since it will flip-flop, you need to make sure it executes correctly at first so it syncs with your real life schedule. 2. You need to use Relative time in all the actions - so it will also be looking at the days ahead in the week. 3. For the clear out-of-office, you can easily use Clear all, but if he has other out-of-office events, you need to use Relative Date/Time and match the timings correctly. 4. Currently everything works on UTC.
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