Auto-assign leads with round robin in Pepper Cloud CRM

Is your sales team still manually assigning leads? This often slows down response times, leads to unfair workloads, and puts unnecessary strain on managers. For the same reason, Pepper Cloud CRM offers the auto lead assignment with round robin logic. This feature ensures leads are evenly distributed without manual effort, helping your team stay organised and focus on building relationships instead of juggling lead queues.

With round robin lead assignment, you can automate how leads are distributed, ensuring every team member gets an equal opportunity and no prospect is left waiting.

What is a round robin lead assignment?

The round robin method is a simple yet powerful way to distribute leads evenly across your team. Instead of manually picking who gets the next lead, round robin automates the process. Each new lead is assigned to the next team member in a sequence, cycling through all users in a predefined group.

This ensures:

No user is overloaded while others wait for new leads.
Every lead is followed up on quickly.
The assignment process stays transparent and fair.

How round robin works in Pepper Cloud CRM

Round robin in Pepper Cloud CRM assigns leads alphabetically based on the users in your group. This means it starts with the team member whose name comes first alphabetically, then moves to the next, and continues in that order. Once every team member has received a lead, the cycle restarts.

Say you have a “North Sales” team with Jack, John, and Den. In alphabetical order, this becomes: Den, Jack, John. As new leads arrive:

Lead 1 → Den
Lead 2 → Jack
Lead 3 → John
Lead 4 → Den (the rotation starts again)

This round robin method continues automatically, so your team can focus on following up and closing deals instead of managing who gets what. It ensures every team member receives leads in turn, keeping workloads balanced and response times quick.

Benefits of round robin lead assignment

Automates lead distribution: Remove manual effort and free up managers to focus on strategy, not spreadsheets.
Ensures fair workloads: Round robin ensures everyone gets a balanced number of leads, boosting morale and team trust.
Improves response time: Since leads are immediately assigned, prospects are contacted faster, increasing your chances of conversion.
Builds a transparent system: Everyone knows how leads are allocated, reducing internal disputes and confusion.

How to set up round robin lead assignment in Pepper Cloud CRM

Create user groups

Go to Settings > Manage users > Groups.
Click “Create new”, and add a group name and description.
Select the team members to include and save.

How to use round robin lead assignment within Pepper Cloud CRM

Round robin lead assignments can be used while capturing leads via web forms, workflows, manual lead data entry, social channels, etc.

Workflow automation

Login to your CRM account.
Navigate to Settings > Automation > Workflow.
Click "Create new" to start.
Add a workflow name and description.
Set "Create lead" as the trigger.
Choose Update lead as the action.
In lead details, set "Assigned to" and select your group.

Save and enable your workflow.

Now, Pepper Cloud CRM will use the round robin method to assign leads automatically.

Round robin lead assignment in web forms in Pepper Cloud CRM

● Go to Settings > Automation > Web forms.

● Click "Create new" at the top right.

● In the Select module to create a web form screen, choose Lead. "Click Next".

● Click Next.

● Add your form fields as needed (name, email, phone, etc.) and click Next.

● Under Define properties, expand the Follow-up properties section.

● In the Assigned to dropdown, select the Group you created earlier.

● Click Save to complete the setup. Now, the web form is ready to automatically assign incoming leads using the round robin method.

Round robin lead assignment in manual lead entry through listing

Navigate to Dashboard > Leads.

Click Create new to open the lead creation form.
Fill in the details of the lead (Title, Name, Email, etc.).
In the Assigned to dropdown, click the Groups tab.

Select the group you want to use for the assignment.
Save the lead.

Now, Pepper Cloud CRM will use the round robin method to assign this lead to the next available member in your selected group automatically.

Round robin lead assignment in the message module

Click on the Message tab, then click on any contact to open the conversation.
On the right side, click the Action dropdown.
Select Add to leads or Add to contacts.

Fill in the required details such as Email and Company.

Click the Record Assignee dropdown and go to the Groups tab.

Select the group you want to assign.
Click Create lead/contact.

Now, Pepper Cloud CRM will use the round robin method to assign this record automatically to the next member in your selected group.

Round robin assignments for TikTok leads

Go to Settings > Integration > Social.
Click "TikTok", then "Create New".
Click Connect with TikTok and complete account linking.
Select your advertiser, then choose the form you want to connect.
Map TikTok fields to CRM fields, then click Next.
Under Follow-up properties, open the Assign to dropdown.

Select the Group to apply the round robin assignment.

Now, leads from this TikTok form will be automatically distributed to your group using the round robin method.

Round robin assignment for Facebook leads in Pepper Cloud

Go to Settings > Integration > Social.
Click Facebook, then click Create New.
In the modal, click Connect with Facebook.
Log in and select the Facebook pages you want to link.
Click Submit to complete the connection.
Next, choose the Facebook page and the form you want to capture leads from.
Click Next, then map Facebook fields to CRM fields.
Click Next again.
Under Follow-up properties, open the Assign to dropdown.

Select the Group to enable round robin assignment.
Click Submit to finish the setup.

Now, Pepper Cloud CRM will use the round robin method to assign new Facebook leads to your selected group automatically.

Round robin method - Frequently asked questions (FAQs)

1. What is the round robin method in Pepper Cloud CRM? It’s an automated lead distribution system that assigns each new lead to the next available team member in a defined group, in a rotating order.

2. How does round robin help improve sales performance? By reducing delays and distributing leads evenly, it boosts response speed and team morale, leading to higher conversion rates.

3. Can I create different groups for different teams? Yes. You can set up multiple user groups, like one for the North Sales team and another for Enterprise Clients, each with its own round robin flow.

4. What if a team member is unavailable or on leave? Simply remove them from the group temporarily. Pepper Cloud will automatically skip them during lead assignments until re-added.

5. Can round robin be combined with existing automation workflows? Absolutely! You can pair it with workflows like sending welcome emails, updating lead status, or assigning follow-up tasks.

6. Is there a way to track how leads are assigned? Yes. Pepper Cloud CRM maintains a complete log of lead assignments for transparency and accountability.

7. Can I manually reassign a lead after it's been assigned? Yes. Admins and users with permissions can override assignments when needed—for example, to assign a lead to a specialist.

8. Does the system consider availability or workload during assignment? The basic round robin method does not. For more advanced balancing, use custom workflow conditions or manual oversight.

9. How do I start using round robin in my CRM? Start by creating user groups under Settings > Manage Users > Groups, then build a workflow under Settings > Automation > Workflow and assign leads using the round robin method. Pepper Cloud takes care of the rest.

Conclusion

The round robin method in Pepper Cloud CRM offers a smart, efficient solution to lead distribution challenges faced by growing sales teams. By automating the process, it eliminates the need for manual assignments, ensuring leads are evenly distributed among team members. This not only speeds up response times but also creates a fair and transparent system that boosts team morale and productivity. Whether you're capturing leads through web forms, social media platforms like Facebook and TikTok, or manually entering them, the round robin approach guarantees that each lead is promptly assigned to the next available team member. With less administrative burden on managers and a more balanced workflow for the team, the round robin method helps streamline sales operations and ultimately drives better results.