Round Robin Deal assignment

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How do I enable Round Robin Deal assignment?

Introduction

The Round Robin Deal assignment feature in ActiveCampaign is designed to streamline the distribution of deal assignments among users in your account. This feature is particularly important for teams that handle a high volume of deals, as it ensures an equitable distribution of workload. By using a rotating assignment method, every user gets a fair chance to work on new deals, which can help improve efficiency and morale among team members.

Round Robin assigns deals based on a set of predefined criteria, maintaining an even number of deals across users in your account. This ensures that one user does not become overwhelmed while others have little to do. Understanding how to enable and configure this feature can significantly impact your sales strategy.

How to access this feature

To access the Round Robin Deal assignment feature, you must navigate to the Deals section within ActiveCampaign. From there, you can select the specific pipeline you want to work with and enable the round robin assignment settings. Here's how you can do this step by step.

Step-by-step instructions

To enable Round Robin Deal assignment, follow these steps:

1. Click Deals on the left menu.
2. Click the Pipeline dropdown and select the pipeline you wish to work with.
3. The selected pipeline will load. Click the gear icon next to the pipeline name, then click Options.
4. Click the Group Access dropdown and select the user group that should be assigned deals.

  * To select multiple groups, hold the Shift key on your keyboard and click the desired groups.

1. Click the Assignment Method dropdown, then click Round Robin.
2. A modal window will expand asking you to select users to whom deals should be distributed. The users listed are those in the selected group(s).
3. This option is by default set to All users in groups with access. To change this, click the Who do you want deals distributed to dropdown and select the users to whom you want to distribute deals.

  * You can select more than one user by holding the Shift key and clicking the usernames.
  * Users who are not selected will not be assigned deals from this pipeline.

1. Click the Save button when finished.

Following these steps will enable round robin assignments for the deals in your selected pipeline.

Configuration options and settings

When configuring the Round Robin Deal assignment, you will encounter several significant options that dictate how deals are assigned:

• Assignment Method: Choose between two methods:

  * Round Robin: Assigns deals based on who has the oldest date of last deal assignment.
  * Round Robin Deal Value: Assigns deals aimed at keeping the total deal values approximately equal among users.
 

• Group Access: Select the user groups that will have access to deal assignments for the selected pipeline.

• Users Selection: A dropdown to select individual users within the chosen groups who will be eligible to receive deals.

By effectively utilizing these configuration options, you can enhance your deal assignment strategy.

Best practices and tips

To maximize the effectiveness of the Round Robin Deal assignment, consider the following best practices:

• **Define Clear User Roles**: Ensure that each user assigned in the system understands their responsibilities within the deal process.
• **Regularly Review Assignments**: Periodically check who has the most deals assigned and make adjustments if necessary to keep workload balanced.
• **Utilize Groups Wisely**: Create user groups based on experience level, area of expertise, or deals types to optimize performance.
• **Monitor Performance Metrics**: Track deal closure rates and time to conversion to find potential bottlenecks and improve team efficiency.

Implementing these practices can lead to a more organized and effective deal assignment process.

Troubleshooting

If you encounter issues enabling or using the Round Robin Deal assignment, here are some troubleshooting tips:

• **Verify User Groups**: Ensure that the user groups selected have users assigned and are active.
• **Check Pipeline Settings**: Confirm that you are within the correct pipeline settings where Round Robin has been specifically made active.
• **Assignment Stuck**: If deals are not being assigned, check if all eligible users have deals assigned earlier or have other assignments.
• **Different Deal Values**: If using the Round Robin Deal Value method, ensure that deal values are similar among users to maintain balance.

If problems persist after these checks, consider reaching out to ActiveCampaign support for further assistance.

Related features

To enhance your understanding and utilization of the ActiveCampaign platform, you may find the following features useful:

• Deals
• Pipelines
• Users

FAQ

1. What is Round Robin Deal assignment?

Round Robin Deal assignment is a method in ActiveCampaign that ensures deals are assigned evenly across users, improving work distribution.

2. How can I enable Round Robin Deal assignment?

You can enable it by navigating to the Deals section, selecting a pipeline, and adjusting the settings in the Options menu.

3. What happens when I add a new user?

When a new user is added, their last deal date is updated to the date they were added, placing them at the end of the assignment rotation.

4. Do I need a specific plan to use Round Robin?

Yes, this feature requires a Plus, Pro, or Enterprise plan in ActiveCampaign.

5. Can I select which users will receive deals?

Yes, during the setup, you can select individual users from the dropdown list in the Who do you want deals distributed to section.

6. What if users have different deal values?

If using the Round Robin Deal Value method, the deals will not be distributed evenly unless the total values assigned to users are similar.

7. Is there support available if I have issues?

Yes, you can contact ActiveCampaign support for assistance with any problems related to Round Robin Deal assignment.

This comprehensive guide should allow you to navigate the Round Robin Deal assignment feature in ActiveCampaign effectively, ensuring optimal usage for your sales processes. ```