Skip to content

Auto-Assign Leads

Auto-Assign Leads

Section titled “Auto-Assign Leads”

Manual lead assignment is slow and inconsistent. HARi CRM lets you create workflows that automatically assign new leads to the right sales rep based on region, round-robin rotation, or custom rules.

Round-Robin Assignment

Section titled “Round-Robin Assignment”

Round-robin distributes leads evenly across your team. Each new lead goes to the next person in the rotation.

  1. Go to Settings > Workflows
  2. Click New Workflow
  3. Configure:
    • Name: “Round-Robin Lead Assignment”
    • Entity: Lead
    • Trigger: Record Created
  4. In the THEN section, add an Update Field action:
    • Field: Assigned To
    • Value: Select Round-Robin mode and add the users who should receive leads (e.g. Alice, Bob, Charlie)
  5. Save and activate

New leads will be assigned to Alice, then Bob, then Charlie, then back to Alice, and so on.

Region-Based Assignment

Section titled “Region-Based Assignment”

If your team is organized by territory, assign leads based on location.

  1. Create a new workflow on the Lead entity

  2. Set the trigger to “Record Created”

  3. In the IF section, add a condition:

    • “Region equals Hong Kong Island”

  4. In the THEN section:

    • Update “Assigned To” to the rep covering Hong Kong Island

  5. Save this workflow

  6. Create additional workflows for each region:

    • “Region equals Kowloon” — assign to the Kowloon rep
    • “Region equals New Territories” — assign to the NT rep

Alternatively, use IF/ELSE branching in a single workflow:

  1. First branch: IF Region equals Hong Kong Island, THEN assign to Rep A
  2. ELSE IF Region equals Kowloon, THEN assign to Rep B
  3. ELSE assign to Rep C (default)

Source-Based Assignment

Section titled “Source-Based Assignment”

You can also route leads by how they came in:

  • Leads from “Website” go to the inbound sales team
  • Leads from “Referral” go to the partnership manager
  • Leads from “LinkedIn” go to the social selling specialist

Notification on Assignment

Section titled “Notification on Assignment”

Add a second action to your assignment workflow to notify the rep:

  1. After the Update Field action, add a Send Notification action
  2. Set the recipient to “Assigned To” (the user who just received the lead)
  3. Write a message: “New lead assigned to you: {{lead.name}}”

The rep sees the notification immediately in HARi’s top bar.

Next Steps

Section titled “Next Steps”