Skip to content
The Workflow Library
Get the full library

Round-robin with fairness cap (max N leads per rep per day)

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.

Contact3 stepsUpdated for HubSpot seat pricing
OutcomeThe team keeps rotating leads evenly, and sales ops gets alerted the moment a rep crosses the agreed daily maximum, so the pool can be adjusted before the same rep gets overloaded again tomorrow.
Workflow maplead-routing-025
New lead created leads to Rotate to Standard SDR rotation. Rotate to Standard SDR rotation leads to Set routed date, notify owner. Sales ops checks daily report leads to Any rep at or above cap?. Any rep at or above cap? leads to Yes: Remove rep from rotation list for rest of day; No: Sales ops checks daily report. Remove rep from rotation list for rest of day leads to Next morning: re-add rep to rotation list. Yes No New lead created Sales ops checks daily report Rotate to Standard SDR rotation Any rep at or above cap? Set routed date, notify owner Remove rep from rotation list for rest of day Next morning: re-add rep to rotation list
New lead created leads to Rotate to Standard SDR rotation. Rotate to Standard SDR rotation leads to Set routed date, notify owner. Sales ops checks daily report leads to Any rep at or above cap?. Any rep at or above cap? leads to Yes: Remove rep from rotation list for rest of day; No: Sales ops checks daily report. Remove rep from rotation list for rest of day leads to Next morning: re-add rep to rotation list. Yes No New lead created Rotate to Standard SDR rotation Set routed date, notify owner Sales ops checks daily report Any rep at or above cap? Remove rep from rotation list for rest of day Next morning: re-add rep to rotation list

When to use it, when not to

Use it

  • Use it when a rep's daily lead intake genuinely needs a ceiling (ramping reps, part-time reps, or a period where one rep is doing double duty on another task).
  • Use it when a soft cap enforced by a daily check and a manual pool adjustment is an acceptable trade-off against building a hard, real-time automated block.
Read more on when to use itShow less

Skip it

  • Do not expect a true real-time stop. Native HubSpot workflows act on one enrolled record at a time; there is no built-in action that counts "how many contacts a given owner already received today" and refuses the next one inline. If a hard, fully automated cap is a requirement, see the Data Hub Variant below, and confirm that tier before promising this at Sales Hub Professional alone.
  • Do not use it if the team is small enough that a manager already watches the rotation manually; the reporting layer described here may be more process than the team needs.
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 · 3 numbered actions

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

Known pitfalls · 4

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.

Unlock all 565 specs, 149 EUR

One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

Read the free Lead routing spec

Not the workflow you needed?

More in Lead routing

50 specs in this section

See all 50 This category, 39 EUR
FreeRound-robin lead assignment by territoryContact15 steps New lead auto-assignment by owner rotationContact3 steps First-contact SLA timer with owner reminder taskContact11 steps High-value form submission instant Slack and email alert to repContact5 steps

Read 12 complete specs before you pay.

One per category, same format as the paid ones. Email only, no card.

We email the link, then a short note when specs change. Nothing else.

149 EUR199

Full library, 565 specs
Get the full library