Round robin lead assignment in Leadnote

Each list has an allocation rule that decides who owns a new lead the moment it arrives. You pick the rule on the list's Distribute leads tab: give everything to one person, rotate evenly among chosen people, rotate among the members of a team, or leave leads without an automatic owner.

Open the Distribute leads tab

1. Go to Lists.
2. On the list's row choose Actions, then Edit List.
3. Open the Distribute leads tab. The heading is Allocation Rule, and Current Rule shows what is active now.

You need to be an Account Owner, a Manager or the owner of the list. Under Select Rule there are up to four choices:

Give people access first

Specific User and Round-Robin can only use people who can open the list. Map them first on the User Access tab, see list user access and statistics.

Specific User

1. Choose Specific User - Assign all leads to one team member.
2. Select the person in the Specific user drop-down.
3. Click Save Rule. You see "Specific user rule saved".

Round-Robin between chosen people

1. Choose Round-Robin - Rotate evenly among selected members.
2. In Configure Round Robin Assignment, tick the users who should take part. Search Users filters by name or email.
3. Select at least two. The counter reads "Selected: 3 users", and "Minimum 2 users required" shows until you have enough.
4. Click Configure Round Robin. You see "Round robin rule saved".

Leads go to the participants in turn, so the workload stays even, including when many leads arrive at the same moment. This rule skips deactivated users only. It does not look at vacation status, open lead caps or working hours. For those, use a team.

Round-Robin to a team

Team round robin is fairer, because it checks whether each person can really take a lead. Create the team first, see create and manage teams.

1. Choose Round-Robin to a team - Rotate among the members of a team.
2. In the Round-Robin to a team window, pick the Team. A team that is switched off is marked "(off)" and cannot be used until you switch it on.
3. Optionally tick Only hand out leads inside the organisation working hours.
4. Check the line that says how many members can take a lead right now. It names those who cannot: deactivated, away, or at their cap of open leads.
5. Click Distribute to this team. You see "New leads in this list now go to the team round robin". It will not save while nobody can take a lead.

Who counts as eligible

A member gets the next lead only when all of these are true:

• The team is switched on.
• The person is an active user.
• The person is not marked unavailable. In the Users page row menu, Mark unavailable sets a person on vacation and Mark available brings them back. The Edit User form has the matching box, Available (untick to mark on vacation).
• The person is under their Open lead cap, if one is set on the team. The cap counts leads that are open or in progress, not archived or deleted.
• If you ticked the working hours box, the current time falls inside your organisation's working hours for today.

Members are taken in the order they joined the team. The working hours test uses the organisation's hours and time zone, not personal hours. Outside the hours nobody is eligible and the fallback below applies. Set them in working hours and holidays.

To stop, open the same tab and click Stop distributing to this team. The list returns to its own participants if it has any, otherwise to Specific User or Keep Unassigned.

When nobody is eligible

If nobody in the team can take a lead, Leadnote tries the list's own round robin participants, then the list's single user. Leads that arrive from enquiry forms and connected apps go to the list owner, and then the Account Owner, if that still gives nobody, so they do not stay without an owner. The team leads are emailed, at most once an hour for each list, following their own preference Get notified by email when a lead is assigned to you.

Keep Unassigned

Choose Keep Unassigned - Leave for manual distribution and save. You see "Leads will be left unassigned". Leads you import without an Assigned To value then have no owner, so assign them from the leads list. The Not Assigned column on the Lists page counts them, and clicking the number opens exactly those leads.

What the rule does and does not change

• It applies to new leads from the list's form, connected apps and imports. An import row that names a user keeps that user. A lead you add by hand starts assigned to you.
• It does not reassign existing leads. To move them, select them in Leads & Customers and use Bulk Assign, see assign leads to your team.
• Changes are recorded in the list's Change History, with the rule and the people involved.

After someone leaves

Deactivated people drop out of every rotation straight away, but their leads stay with them until you move them. The offboarding wizard can share a leaver's leads across a team round robin, see deactivate, offboard or delete a user.

See the rule at a glance

The Distribution column in the Lists Overview shows RR, SU or NL. In the mobile app, the list's Lead distribution section shows the rule as Assign to one user, Round robin, Keep unassigned or the team name. Round robin and team rules are changed on the web.