Workflow Round Robin - rotate leads evenly & in set order

evfishr

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.

 

 

 

HubSpot updates
Re: Workflow Round Robin - rotate leads evenly & in set order
Jul 20, 2020

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 7, 2020

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

44 Replies
SaWells
Participant | Platinum Partner

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

Bruno_Teixeira
Key Advisor | Diamond Partner

This would be a nice feature

KingaKruz
Member

Definitely a needed feature! 

Status updated to: Delivered
JoeMayall
HubSpot Alumni

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