Assign leads to sales representatives based on availability

Purpose

1.1. Automatically distribute new appliance sales leads to available sales representatives to ensure rapid response, balanced workload, and improved conversion rates for appliance stores.
1.2. Prevent loss of sales opportunities caused by slow or uneven manual assignment, supporting higher efficiency in customer handling.
1.3. Enable integration with CRM, communication channels, and internal notifications, maintaining a continuous sales pipeline flow.

Trigger Conditions

2.1. New lead form submitted on website via contact or product inquiry.
2.2. Lead data received from a third-party aggregator API.
2.3. CRM record with status “New Lead” or “Unassigned.”
2.4. Incoming lead email with sales intent keywords.
2.5. Phone call or voicemail to store captured in a database.

Platform Variants

3.1. Salesforce
• API: Lead Object, Assignment Rule
• Setting: Configure lead assignment rules by user availability using Salesforce Flow or Process Builder.
3.2. HubSpot
• API: CRM API - Contacts, Owners
• Setting: Use workflow automation to rotate leads among team, conditional on availability property.
3.3. Microsoft Dynamics 365
• API: Web API - Create and Assign Lead
• Setting: Use Power Automate to assign leads based on agent presence information.
3.4. Zoho CRM
• API: Leads Module, Assignment Rules
• Setting: Use “Round Robin Lead Assignment” with custom functions to check rep status.
3.5. Pipedrive
• API: Persons, Deals
• Setting: Configure workflow to assign unassigned leads to reps flagged as available using filters.
3.6. Freshsales
• API: Leads Endpoint
• Setting: Use workflows with availability criteria, update lead owner.
3.7. Zendesk Sell
• API: Leads, Users
• Setting: Trigger automation rule to assign new leads to users not marked as busy.
3.8. Bitrix24
• API: CRM Lead, User Status
• Setting: Create assignment workflow factoring in online user presence.
3.9. SAP Sales Cloud
• API: OData Lead Service
• Setting: Customize rule-based assignment based on status from Calendar API.
3.10. Insightly
• API: Leads, Users
• Setting: Use pipeline automation to assign by workload from custom fields.
3.11. Infusionsoft (Keap)
• API: Contact, Opportunity
• Setting: Build campaign automation sequence to check user workload via REST hook.
3.12. ActiveCampaign
• API: Contacts, Users
• Setting: Trigger automation based on tag “assignable,” update owner.
3.13. SugarCRM
• API: Leads, Assignments
• Setting: Set up logic hook for assignment triggered by online/offline status.
3.14. Apptivo
• API: Leads, Employees
• Setting: Use “Lead Distribution” automation incorporating agent availability.
3.15. Google Sheets
• API: Sheets API
• Setting: New row (lead) triggers Apps Script to assign to rep based on custom availability column.
3.16. Slack
• API: Chat.PostMessage, Users.GetPresence
• Setting: Assign lead in thread to user if “active”, otherwise cycle to next.
3.17. Twilio
• API: Programmable SMS, TaskRouter
• Setting: Send SMS notification to next available agent on new lead via TaskRouter worker status.
3.18. SendGrid
• API: Mail Send
• Setting: Dispatch email alerts with lead details to the selected available rep.
3.19. Airtable
• API: Records, Automations
• Setting: New lead triggers script block assigning to rep where “Available” = TRUE.
3.20. Monday.com
• API: Boards, User Status
• Setting: Automation integrates “lead assigned” if user status is “available”.
3.21. ServiceNow
• API: Table API, User Presence
• Setting: Flow Designer allocates leads per user availability field.

Benefits

4.1. Streamlines lead assignment with reduced response time.
4.2. Increases effectiveness by distributing workload evenly.
4.3. Reduces manual errors and missed lead follow-ups.
4.4. Provides measurable audit trails and automation analytics.
4.5. Scalable and adaptable to team or store size fluctuations.