HubSpot Ideas

evfishr

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.

 

 

 

Atualizações da HubSpot
Re: Workflow Round Robin - rotate leads evenly & in set order
July 20, 2020 11:05 AM

Hi @spogue - Thanks for following up. 

 

An update for those interested, the specific feature of distributing ownership unevenly in the Rotate Object action (ie. assign owner A 70% of leads and owner B 30% of leads) is currently in planning.

 

We hope to have a beta for this feature later this year. Stay tuned for updates!

 

 

Re: Workflow Round Robin - rotate leads evenly & in set order
May 07, 2020 06:48 AM

Hi everyone,

 

My name is Megan and I'm a product manager for the workflows tool. Thank you for your feedback and votes on this idea!

To start, I'd like to clarify a couple of things about how the "rotate owner" action logic currently works, as there is some confusion throughout the thread.  Also, when contact workflows were upgraded to the new workflows system at the end of 2019, we made a slight modification so that the assignment order would be more predictable/ordered. I'll illustrate with an example:

 

A "Rotate contact to owner" action is configured with 3 owners. 

If 3 contacts are enrolled in the workflow, each owner will be assigned one contact (if 6 contacts are enrolled, each will be assigned 2, etc..):

  • contact 1 > owner A
  • contact 2 > owner B
  • contact 3 > owner C

This pattern will continue, with each subsequence contact being assigned in this order and in an even distribution.

Assignment order: owner A, owner B, owner C, owner A, owner B, owner C, owner A, owner B, owner C... etc.

 

If you add or remove owners from the action after your workflow has been turned on, the assignment counts for that action will completely reset and the assignments will re-start. Newly enrolled objects will be rotated to all of the currently selected owners evenly, regardless of the previous rotation assignments.

 

Continued example: A new, 4th owner is added to the "Rotate contact to owner" action.  

  • contact 4 > owner D
  • contact 5 > owner A
  • contact 6 > owner B
  • contact 7 > owner C

This pattern will continue, with each subsequence contact being assigned in this order and in an even distribution pattern.

Assignment order: owner D, owner A, owner B, owner C, owner D, owner A, owner B, owner C, owner D, owner A, owner B, owner C... etc

 

This is what the original poster is requesting (ordered and even assignment), but I see themes for other feature requests in the comments: 

 

  • Handle owners being OOO - This is something that workflows won't specifically introduce options for at this time. There are other places in HubSpot where OOO handling would be helpful, so this would be better suited to be addressed at the account level than individually in workflows. For now, when an owner is OOO they should be removed/added to the rotation, and as outlined above, the rotation will adjust to ensure even distribution from there on out.
  • Distribute leads unevenly (ie. assign owner A 70% of leads and owner B 30% of leads) - This is a feature we're currently thinking more about! If you have feedback about this specific concept, please let me know how you'd like a feature like this to work/what options you'd like to see. 

Please let me know if questions remain, or if you have additional feedback about an uneven distribution option.

 

Best,

Megan

48 Comentários
SaWells
Colaborador(a) | Parceiro Platinum

Is there a status update on this? We need this for one of our clients.

Bruno_Teixeira
Conselheiro(a) de destaque | Parceiro Diamante

This would be a nice feature

KingaKruz
Membro

Definitely a needed feature! 

Status atualizado para: Delivered
JoeMayall
Alunos da HubSpot

Hey folks!

 

I'm happy to report that evenly rotating leads through a round-robin workflow action is now Delivered!!! More info on the rotate leads workflow action can be found here: https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner#rotate

 

I'd like to clarify this "Delivered" status reflects the feature request in the original post. There have been additional requests added in the comments on this thread, so I've tracked down some other Ideas where you can upvote and leave feedback. 

 

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

Filter workflows for lead rotation including specific contact owners

Rotating leads with fixed distribution percentages

 

If you have additional requests on lead rotation, don't hesitate to search for it or create your own!

 

Best!

Joe

Ideas Forum Manager

RouterJet
Membro

If you’re interested in an app that handles some more advanced lead routing situations, please let me know. You can sign up to hear when the app is ready. I have a similar app created for Pipedrive, and I’m considering expanding to HubSpot if there is enough interest.

 

Please sign up here: https://routerjet.com/round-robin-lead-routing-for-hubspot 

cheatoeSB
Participante

Would something like this solve the round robin issue?

https://leadjar.app/

Add into a workflow + set up a round robin or weighted assignment rule.

RamyaContus
Membro

The original post and the idea of uneven distribution of leads seems to be from 2018. Is this feature still under development? Please update.

Routera-LT
Participante

@evfishr Our team has been working on a new platform that gives HubSpot users/managers better ability to fully control contact/company/deal/ticket assignment including:

 

  • Round robin rotations that allow you to set the order
  • Weighted rotation
  • Out of Office status and working hours so users who are not available don't receive leads (plus we have a Google calendar integration)
  • Contact and deal capacities so you don't overwhelm reps with too many leads
  • Service level agreements

and more! Plus, this does not require Sales Pro!

We are listed on the HubSpot app marketplace where you can find more information about our solution!