Auto-Assign New Leads to Team Members and Notify Them

When leads arrive faster than anyone can sort them, a workflow can hand each one to a team member in turn and let that person know right away.

What you'll build

A workflow that triggers on new contacts, assigns each to a user in rotation, and sends the assigned user an alert.

Steps

1. Go to Automation > Workflows and click Create Workflow, then Start from Scratch.
2. Click Add New Trigger and choose a trigger that matches your lead source. Contact Created is the simplest, since it covers every new contact.
3. Add the Assign to User action. Select the team members who should share the leads and leave Split Traffic on Equally for an even rotation.
4. Add an Internal Notification action after it.
5. Choose how to notify: in-app, SMS, email, or several together.
6. Set the User Type to Assigned User so only the person who received the lead gets the alert.
7. Turn on Publish and click Save.

Order matters

Place the notification below the assignment step. If it runs first, there is no assigned user yet to notify.

Variations

• Use a Form Submitted or Customer Booked Appointment trigger to route only specific lead sources.
• Add an If/Else before assignment to send leads in different regions to different groups.
• Include the lead's name and phone number in the notification via merge fields so reps can act immediately.

Good to know: Contacts keep their assigned user, which you can then use as a filter in Contacts and in Smart Lists.