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Round-robin using HubSpot Teams (assign within team then round-robin)

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

Enterprise

Seat pricing: Enterprise 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 Enterprise.

21 steps
Per-hub plans: also Marketing Hub Professional

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

Updated for HubSpot seat pricing
OutcomeA lead is routed to the correct regional and functional sub-team first, then rotated evenly among that sub-team's members, instead of one flat pool that ignores your org chart.
Workflow maplead-routing-018
Contact created / Territory set leads to Territory?. Territory? leads to north-america: Employees > 500?; emea: Employees > 500?; blank: Notify sales ops + add to Needs manual routing list. Employees > 500? leads to Yes: Rotate NA Enterprise Team; No: Rotate NA SMB Team. Employees > 500? leads to Yes: Rotate EMEA Enterprise Team; No: Rotate EMEA SMB Team. Rotate NA Enterprise Team leads to Set routed date, notify, create task. Rotate NA SMB Team leads to Set routed date, notify, create task. Rotate EMEA Enterprise Team leads to Set routed date, notify, create task. Rotate EMEA SMB Team leads to Set routed date, notify, create task. north-america emea Yes No Yes No blank Contact created / Territory set Territory? Employees > 500? Employees > 500? Rotate NA Enterprise Team Rotate NA SMB Team Rotate EMEA Enterprise Team Rotate EMEA SMB Team Notify sales ops + add to Needs manual routing list Set routed date, notify, create task
Contact created / Territory set leads to Territory?. Territory? leads to north-america: Employees > 500?; emea: Employees > 500?; blank: Notify sales ops + add to Needs manual routing list. Employees > 500? leads to Yes: Rotate NA Enterprise Team; No: Rotate NA SMB Team. Employees > 500? leads to Yes: Rotate EMEA Enterprise Team; No: Rotate EMEA SMB Team. Rotate NA Enterprise Team leads to Set routed date, notify, create task. Rotate NA SMB Team leads to Set routed date, notify, create task. Rotate EMEA Enterprise Team leads to Set routed date, notify, create task. Rotate EMEA SMB Team leads to Set routed date, notify, create task. north-america emea Yes No Yes No blank Contact created / Territory set Territory? Employees > 500? Rotate NA Enterprise Team Rotate NA SMB Team Employees > 500? Rotate EMEA Enterprise Team Rotate EMEA SMB Team Notify sales ops + add to Needs manual routing list Set routed date, notify, create task

When to use it, when not to

Use it

  • Use it when sales is organized in nested Teams (a parent regional team split into child teams, for example an enterprise team and an SMB team inside "EMEA").
  • Use it when the deciding factors for which child team owns a lead (region plus a size or segment signal) are both reliably captured on the contact record.
Read more on when to use itShow less

Skip it

  • Do not use it for a flat, single-layer team structure; a plain rotation pool per territory is simpler and cheaper, see lead-routing-001.
  • Do not use it as a substitute for permission management; Teams control rotation pools here, they do not by themselves restrict record visibility, see lead-routing-046 for that.
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 · 21 numbered actions

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 · 6 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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