Knowledgebase: Leads
Managing Lead Distribution
Posted by Kyle O'Hare on 08 February 2017 10:26 AM

Lead distribution can be managed for each individual form on your website through the admin panel. To update lead distribution, click on the Leads tab of your admin panel. Once you are in the Leads section, click on the Lead Distribution tab at the top of the page.

Note: This tab is only available to Administrators or users who have been granted permission to update Lead Distribution.


Setting Up Lead Distribution

For each form on your website, you will have the option to adjust the Lead Assignment, as well as Additional Email and Text Notifications. To add a user to either section, simply click on the drop down menu in the section you want to adjust and click on a user.

Always be sure to click save at the bottom of the page after making any changes!

Lead Assignment

Leads are assigned to users in round-robin format based on the order in which they appear in the Lead Assignment column. If a user is assigned a lead, they will receive email and text message notifications indicating that they have been assigned a lead. Only this user and administrators will have access to the lead in the admin panel.

Note: Email and text message headings for new lead assignment will read "New Lead Assigned"

Additional Email and Text Notifications

Leads can only be assigned to one user however, multiple users can still receive email and text message notifications for that lead. All users selected in this column will receive a notification whenever a lead is submitted through that form. Users can be assigned to both the Lead Assignment and Additional Email and Text Notifications columns for a single form. Each person will receive only one notification per lead. This will not affect the round-robin distribution of leads.

Note: Email and text message headings for copies of leads will read "New Lead"


Common Lead Distribution Examples

Note: Any Administrators or users with permission to access "All Leads" can view any leads at any time, regardless of who the lead is assigned to.

Example 1: Round Robin Distribution

In this example, User One, User Two, and User Three will receive lead notifications in a round robin format starting with User One. If User One is the user who is assigned the lead, they will receive the original notification, and users Two and Three will receive copies. The user who is assigned the lead will be the only user who can access the lead in the admin panel. 

Example 2: Fixed Distribution

In this example, User One is the only user who will be assigned leads, meaning they are the only user who can access leads in the admin panel. User Two and User Three will receive copies of the lead notification through email and text message, but they will not have access to leads in the admin panel at any point. This example works well when you would only want a single user to have access to leads in the admin panel but would like multiple users to be notified of new leads.

Example 3: Fixed Distribution - No Lead Assignment

Example 3 is a form of fixed distribution where there is no lead assignment. This option works well if User One, User Two, and User Three all have the role of Administrator. Leads are not assigned to any user in particular but all users can access the leads in the admin panel. Each user will also receive the "New Lead" email and text message notifications. 


Additional Information

Users can disable email and text messages for lead notifications through their User Profile. If a notification is disabled through the User Profile, they will NOT receive lead notifications even if they are included in the lead distribution for a form. 

If you are using any of the Staff shortcodes below in your Autoresponders or Opt-In emails, the information of the user who is assigned the lead will be populated in these shortcodes. 

 

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