Get the Most Out of the New Lead Assignment Features

You'll find these settings under E-Leads and Assignment and Auto Reply in your admin configuration.

Prefer to watch instead? See our video walkthrough below:
https://hub.autoraptor.com/share/hubspotvideo/221573307140 

Step 1:

Access Lead Assignment Settings

Go to E-Leads and Assignment in your admin panel to find all current lead distribution options.

Step 2:

Understand Assignment Modes

• Assign new leads automatically — Clock-in status: Users must clock in daily and specify their work hours.
• Assign new leads automatically — Schedule: Admins set each rep's schedule, including days off for vacations or sick days.

Step 3:

Set Up Schedules and Time Off

Choose Assign new leads automatically with schedule to let admins define who's working and when. Mark any days off directly in the schedule settings.

Step 4:

Add a Fallback Person

Assign a fallback team member to automatically receive leads when the primary rep is unavailable — helpful for after-hours coverage.

Step 5:

Use Queued Assignments

Select Queue until a team member is available to hold leads in the unassigned queue until the next available team member clocks in or is scheduled.

Step 6:

Control Assignment Pace

Adjust lead assignment speed by setting how many leads go out per cycle and the time interval between cycles. This helps manage workload and response time.

Step 7:

Enable Lead Response Alerts

Let managers get notified if a lead hasn't been answered within 30 minutes — this now works with all assignment methods, not just round robin.

Step 8:

Decide Who Assigns Leads

• Leave new lead in the queue: Managers assign leads as they come in.
• Let team members claim: Reps and managers get notified of new leads and can claim or assign them as needed.

Step 9:

Route Leads by Source

Use Lead Source Routing to assign leads based on their origin. Pick the source, select team members, and specify whether the rule always assigns to those reps, waits for those reps, or includes everyone in the rotation.

• Always assign to these team members: Ignores rep availability — always assigns to the chosen person(s).
• Wait for team members: Only sends to the selected reps; if unavailable, the lead waits.
• Consider everyone in rotation: Anyone in the current schedule can receive these leads.

Step 10:

Add Multiple Routing Rules

Keep adding routing rules for each lead source as needed. Pick the source and set up assignment preferences.

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Scheduling Reps and Managing Assignments

Fine-tune who gets leads and when by setting schedules, days off, and assignment styles.

Step 1:

Edit User Schedules

Head to Teams and Insights. Find your user list and click Edit next to a team member to adjust their schedule and eligibility for leads.

Step 2:

Assign Round Robin 24/7 or Custom Days/Hours

On the user schedule, choose either Full Days or select specific working hours. Mark any time off as Out of Office, Vacation, or Other to remove them from rotation temporarily.

Step 3:

Save Your Changes

After updating schedules or making assignment changes, click Save to ensure settings take effect.

Step 4:

Track Lead Assignment Insights

View recent lead assignments and details on who received what under the Insights section so you can optimize your distribution strategy.

Step 5:

Update Settings as Needed

Return to the back-end settings anytime to update schedules or assignment methods for your team.

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With these new lead assignment features, you get total control over schedules, workload, and routing logic. Adjust, monitor, and fine-tune your workflow so every lead gets the fastest possible response and your team stays productive — even across vacations, days off, or after hours.