Workflow Round Robin - rotate leads evenly & in set order

Hi there,

 

We want the round robin to distribute leads to reps in a set rotation order that is even and predictable (not randomized).

 

Currently, we move reps in and out of the round robin based on vacation time and also at time to focus on other types of sales opportunities. With the current assignment logic, a rep that goes on vacation will then get MORE leads when they get added back into rotation. We want the rotation to be even from the point they are added back in. We also want it to be in a set / predictable order and not randomized.

 

 

 

26 Replies
New Contributor

Yes, 100% upvote worthy! 

New Contributor

Current rotate lead feature is too simple and I wonder why you need to be in a professional package in order to get one. 

 

The feature itself doesn't feel professional.

Regular Contributor

Hubspot team - any update on this? It seems like the request of a set-order rotation is actually simpler than the current round robin distribution and this has lots of upvotes. Please help us out! This is very challenging for our sales team with it's current set up.

Regular Contributor

Adding an upvote and another relevant and critical issue scenario:

 

re: https://knowledge.hubspot.com/articles/kcs_article/contacts/how-to-set-an-owner?KBOpenTab

"Rotating your objects with a workflow will evenly distribute incoming objects to specified owners, or owners within the specified team. The lead rotator will randomly assign leads to whichever owner has the lowest lead count."

 

This is (still) SERIOUSLY a PROBLEM. (as described in the previous vacation scenario as well)
When we onboard new hires, and add them into lead routing workflows, or meeting links, with this methodology, all of the new leads and new opportunities route only to the new hires.

  1. New reps are not prepared to handle that volume
  2. It disadvantages experienced reps for their equitable share of new opportunities  

"What? You didn't hit your sales numbers this month?  Gee, too bad. I'm so sorry.... HubSpot assigned all of our new inbound leads to the newer hires, who have much lower ramp-up quotas than you."

If I want to catch someone up, it's much easier to pull an audit and bulk reassign, than to muck with what should be a scalable consistent process, or try and rationalize this function.  Seems much less common that we'd be looking for automation to level out volume, rather than perform a true round-robin rotation.

 

(yeah, a bit of frustration coming out here...)

Regular Contributor

HubSpot team, any updates here? This is still a serious shortcoming for running our sales assignments for all the reasons mentioned. 

Regular Contributor

We want this as well. If reps are doing any outreach on their own, and enter some contacts manually, it ruins their chances for being assigned inbound leads until the other reps are caught up. We'd rather have it rotate through a list, one at a time.

New Contributor

This would be such an important feature. At present the round robin doesnt seem fair and leads to resentments in the team

Occasional Contributor

I totally agree. Earlier we used the leads last digit in phonenumber to determine what salesguy would get the lead. We have now moved over to Round Robin, but it does not really work well since I want one of my salesguys to get more leads than the others. Possible to add function for weighting, Hubspot? 

 

Occasional Contributor

Did I miss a post on this or has there not been any response for this functionality? We'd like to have the ability to do more with customizing and automating lead assignment. There are too many needs that companies have to only give them two automated options to rotate leads. If a new person, for example, we don't want to evenly distribute the same amount of leads to them right away. We'd want to limit the amount they receive until they are more up to speed. **This is just one other example as to why we need more options for rotating leads (There are plenty more to add).**

New Contributor

100% need to be able to weight leads according to the sales reps workfload, days in office etc.

 

A way to connect a rep's schedule to the lead rotation would also be extremely helpful.

New Contributor

For me and my sales team is strictly necessary!

Top Contributor

I just learned a lot. We were about to turn this on - that would have been a mess.

 

The whole bit about new sales people getting all the leads - that's broken.

 

+10 on fixing this.

Occasional Contributor

We would also really like the ability to mark an employee as out of the office ideally on a calendar in advance.  This would ensure they are left out of the round robin during the days they are out.

New Contributor

Very useful information around here. I also think there should be more flexibility on lead assignment. Our idea was to implement lead assignment based on contact owner performance (speed dealing with leads, generated income, years of experience...). I guess there should be included a "Contact owner" object with is properties in play in order to set this up.

New Contributor

We also would appreciate this very much for all the reasons already explained. 

Occasional Contributor

I would like to add that for us here it would be important to define the amount of leads to be assigned to each sales rep. For example, is there a way I can assign the first 2 leads of the day to one sales rep and the third leads to another and so on? 

New Contributor

yes, round-robin should have an option between random and even distribution. Random may be the fairest way to schedule a large volume of meetings for a big team. But for small teams that meet with 2-3 clients/ day, the randomness creates extra manual work/ supervision to ensure meetings are booked in a reasonable and equitable split. You'd assume a random assignment would be fairly close to 50/50 if only 2 agents share the scheduler, but that is certainly not reality. 

 

Hubspot team, this feature will help the growing businesses you wish to help most. This one should be an easy fix and alternative, low-cost scheduling solutions have already beat you to the punch on this one. like Calendly: Automatically distribute meetings to your team based on availability, priority or equity. 

Occasional Contributor

I agree wholeheartedly.   We have 4 people handling incoming leads and the current approach leads to very unpredictable assignments.   This should apply to both the workflow round robin function and the conversations inbox.

New Contributor

Yes! We need this too. We need visibility to see who is up next and the ability to adjust based on who is in the office

New Contributor

We definetely need a control of distributing the leads unevenly or on specific conditions, as when a new sales rep join it is impossible for us to evenly distribute them evenly. 

 

Hubspot being focused on helping companies to boost up their sales, they should consider this feature on priority and should plan to implement it soon.