Round Robin Lead Assignment Using Pabbly Connect: A Step-by-Step Guide

Learn how to automate round robin lead assignment using Pabbly Connect and Pabbly Connect. Follow our detailed tutorial for seamless integration. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Round Robin Lead Assignment

To begin with the round robin lead assignment process, you need to access Pabbly Connect. First, log in to your Pabbly Connect account. If you don’t have an account, you can create one by visiting Pabbly.com and selecting Pabbly Connect.

Once logged in, click on the ‘Create Workflow’ button and name your workflow as ‘Round Robin Lead Assignment’. This will be the foundation for managing how leads are assigned to your agents in a round robin fashion.

2. Integrating Pabbly Form Builder with Pabbly Connect

After setting up your workflow, the next step is to integrate Pabbly Form Builder with Pabbly Connect. This is crucial as it allows you to capture lead data from forms submitted by potential customers. Select Pabbly Form Builder as your application and choose the trigger event as ‘New Form Submission’.

• Select the Pabbly Form Builder app.
• Choose ‘New Form Submission’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect.

Next, head over to the Pabbly Form Builder dashboard, navigate to integrations, and add the webhook URL to your form. This integration ensures that every time a lead submits the form, Pabbly Connect captures the data in real time.

3. Setting Up the Round Robin Counter in Pabbly Connect

With the form submission integration complete, the next step involves setting up a round robin counter using Pabbly Connect. Click on the ‘+’ button to add another step and select ‘Number Formatter’ as the app, then choose the action event as ‘Counter’. This counter will help manage which agent receives the next lead.

Set the initial value to 1, the operation to increment, and specify that the counter should reset after reaching a final value of 3 (the number of agents). This setup ensures that leads are distributed evenly among the agents, cycling through them in a round robin manner.

4. Routing Leads to Agents Using Pabbly Connect

Next, you need to route the leads to the respective agents based on the counter’s final value. Add a ‘Router’ step in Pabbly Connect. This router will act as a conditional statement to determine which agent gets the lead based on the counter’s output.

• Create three routes in the router for each agent.
• Set conditions for each route based on the final counter value (1 for Agent 1, 2 for Agent 2, and 3 for Agent 3).
• Map the lead data to the corresponding Google Sheets for each agent.

With the routing conditions set, leads will now be assigned to the correct agent based on the round robin logic established earlier.

5. Testing the Round Robin Lead Assignment Workflow

Finally, it’s essential to test the entire workflow to ensure everything functions correctly. Submit a few test leads through your Pabbly Form Builder form. Each submission should trigger the workflow in Pabbly Connect, allowing you to see how leads are assigned according to the round robin logic.

Check the Google Sheets for each agent to confirm that the leads are being correctly routed. If the setup is correct, each agent’s sheet should reflect the leads assigned to them in the order determined by the round robin counter.

Conclusion

In this tutorial, we demonstrated how to use Pabbly Connect and Pabbly Form Builder to automate round robin lead assignment. By following these steps, you can efficiently manage your leads and ensure they are evenly distributed among your sales agents.