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Weighted round-robin by rep capacity (custom property counter)

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

1 step
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: random split needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeLeads split across the team in proportion to each rep's actual capacity (a senior full-time rep gets more, a part-time or ramping rep gets less) instead of everyone getting an identical even share.
Workflow maplead-routing-014
Contact created, owner unknown leads to Random split 50/50. Random split 50/50 leads to 50%: Assign Rep A; 50%: Random split 50/50. Assign Rep A leads to Set routed date, weighted assignee, notify, create task. Random split 50/50 leads to 50%: Assign Rep B; 50%: Assign Rep C. Assign Rep B leads to Set routed date, weighted assignee, notify, create task. Assign Rep C leads to Set routed date, weighted assignee, notify, create task. 50% 50% 50% 50% Contact created, owner unknown Random split 50/50 Assign Rep A Random split 50/50 Assign Rep B Assign Rep C Set routed date, weighted assignee, notify, create task
Contact created, owner unknown leads to Random split 50/50. Random split 50/50 leads to 50%: Assign Rep A; 50%: Random split 50/50. Assign Rep A leads to Set routed date, weighted assignee, notify, create task. Random split 50/50 leads to 50%: Assign Rep B; 50%: Assign Rep C. Assign Rep B leads to Set routed date, weighted assignee, notify, create task. Assign Rep C leads to Set routed date, weighted assignee, notify, create task. 50% 50% 50% 50% Contact created, owner unknown Random split 50/50 Assign Rep A Random split 50/50 Assign Rep B Assign Rep C Set routed date, weighted assignee, notify, create task

When to use it, when not to

Use it

  • Use it when the team is not uniform: mixed tenure, part-time reps, ramping new hires, or reps carrying a different existing pipeline load who should get fewer or more new leads than an even split would give them.
  • Use it once plain lead-routing-001 or lead-routing-002 is already working and the team has agreed on relative capacity numbers (not exact live workload, see Known pitfalls for that distinction).
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Skip it

  • Do not use it if the team is genuinely uniform in capacity; an even round-robin (lead-routing-002) is simpler to build and to audit.
  • Do not use it expecting a live, real-time workload balancer. HubSpot workflows cannot dynamically compare one rep's current open-lead count against another rep's inside a single branch; this fiche uses a pre-agreed weighting, reviewed and rebalanced on a cadence, not a real-time optimizer. A true live capacity balancer needs a custom coded action to compute and compare counts across reps, which pushes this into Data Hub Professional territory, out of scope for the sales-professional tier this fiche targets.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 1 numbered action

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 2 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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