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Round-Robin assignment of Records Follow

Assigning leads to teammates sequentially i.e in a Round-Robin manner helps distribute equal load and opportunities to your teammates. Salesmate allows you to assign your leads evenly and in sequence to your teammates as they are brought over to the system.

Automation Journeys lets us achieve this. Consider having 4 teammates to whom the Admin has to assign the leads as they are being added in Salesmate. Irrespective of how they are being added in; they will be considered as newly created contacts which can be used as a trigger to automate the journey of updating the owners one by one.

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How to Create Automation Journey

The below screenshot shows the automation journey which updates owners of the contact to each respective teammate:

  • Trigger: Record created >> Contact (considering contacts as leads added by the admin)  
  • Action: A/B Split >> Split contacts in 4 paths
  • Action: Contact Field Update >> Owner (update the teammate)

This will update the owner on each record which will be considered as a contact assignment as the owner update will give notification to the new user that the contact has been assigned to him.

Following are the steps to configure the same:

  • Go to Automation Journeys in the sidebar, and select (+Journey)

  • You'll be redirected to the canvas screen, where you can start building an Automation.
  • Next, select the trigger to start the automation
  • Let's select Record Created trigger >> (Contact/ Company) record type; as lead coming to your account by any method would be considered as a record created
  • Select A/B Split action (50 | 50) and add it twice on the board and connect the nodes with the trigger; this way we will have 4 paths to send our leads to.

  • Select Update Contact Field action and connect it to the 4 paths 
  • Next, configure Owner >> Set >> Select each user's name for each path's contact update 

Once this is configured, ensure the nodes of triggers and actions are connected; publish the journey and as the contacts are added in Salesmate, the automation will start assigning the leads to your teammates.

 

Round Robin Deal Distribution Policy

Note: Available in Business and above plans.

Scenarios where assigning the opportunities to the sales team as soon the Lead becomes a potential Prospect helps the team to focus on the right deals, thus instead of assigning all the leads to the teammates equally; Admins can assign the deals when it's the right time to create the opportunity with the prospect.

The conditions can be configured as triggers in Automation Journeys which will automate the deal creation and assignment. Salesmate lets the Admin distribute the deals to the users of a Team in a Round-Robin way via Automation journeys basis the configuration of a Team Deal Distribution policy.

 

Pre-requisite: Configuration of Distribution policy in Teams

Following are the steps to configure the automation Journey:

  • Go to Automation Journeys in the sidebar, and select (+Journey)

  • You'll be redirected to the canvas screen, where you can begin building the automation
  • Next, you can select the trigger to start the automation (condition basis on which the automation begin)
  • This could be Record Created trigger >> (Contact/ Company) record type; as lead coming to your account by any method would be considered as a record created
  • The user can however configure the trigger as per his preference
  • Next, choose the Action in the canvas >> Deal Create and configure
    • All the deal fields in the action
    • Set Owner >> Manual >> Teams >> Select Team
    • Once done the Automation will assign the deals to each teammate equally and sequentially

  • Once this has been configured, the automation journey will create the deal and assign the owner to the user belonging to the team sequentially.

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