Efficient lead management is key for any organization looking to enhance its sales process. A powerful way to achieve this is by using workflows to automatically assign new leads to team members in a balanced, round-robin style.
This method ensures fair lead distribution across the team and promotes smoother communication. Here's a guide to setting up a workflow in Advisor's Growth to automate lead assignments and alert users about their new responsibilities.
How to Automatically Assign Users to Leads in Workflows
Step 1: Create a New Workflow
Head to the Automations section and choose "Workflows."
Click on "Create Workflow."
Start from scratch to design your workflow from the beginning.
Step 2: Add a Trigger
Set up a trigger to launch the workflow. For simplicity, choose the "contact created" trigger. This ensures the workflow starts whenever a new contact is added to your system.
Step 3: Assign Users
Add the Assign to User action to the workflow. This feature enables you to assign new contacts to team members in a round-robin fashion.
Customize the settings for even distribution:
Choose the users from the selected sub-location for the round-robin.
Set the "split traffic" field to "equally" to maintain balanced lead distribution.
Step 4: Notify Assigned Users
Incorporate the Internal Notification action to alert team members about their new assignments.
Choose the notification channel(s):
Options include in-app notifications, SMS, or email.
Use multiple channels to ensure fast delivery of notifications.
For the Redirect Page option, specify where users will be directed when they click the notification. Typically, either the Contact or Conversation page is recommended.
Under User Type, select "assigned user" to make sure only the designated team member receives the notification.
Place the Internal Notification action after the Assign to User action in the workflow sequence to ensure accurate notifications.
Step 5: Publish and Save
After configuring the triggers, user assignments, and notifications, enable the "Publish" toggle.
Click "Save" to activate the workflow and start automating lead assignments.
Pro Tips
Review User Roles: Double-check that user roles and permissions are correctly configured to avoid issues with assignments and notifications.
Test the Workflow: Before full deployment, test the workflow with a few leads to confirm the round-robin and notifications work smoothly.
Use Case: Customer Onboarding
Scenario: A company is onboarding new clients and needs to assign an onboarding specialist to each customer based on availability.
How It Works: New clients are assigned to onboarding specialists using the round-robin method, ensuring balanced workloads and avoiding overburdening any single specialist.
FAQ
How does the round-robin assignment work?
The round-robin assignment ensures leads are distributed equally among selected users. New leads are assigned to the next available user in the queue, maintaining an equitable distribution.
Can I assign leads to users based on specific criteria?
While this guide focuses on round-robin assignments, advanced workflows in Advisor's Growth can allow for assignments based on criteria such as user roles or lead attributes.
What happens if a user is unavailable?
If a user is removed or unavailable, the system will automatically reassign leads to the remaining users in the round-robin process.
Can I modify the workflow after publishing?
Yes, you can make changes to the workflow anytime. However, remember that updates will only apply to new leads entering the workflow. You may need to re-add current leads to reflect the updates.
