Quick Answer
How does Round Robin lead assignment work?
A Round Robin setup rotates new leads through a selected group of users one at a time. Create or confirm the users under Settings → My Staff, add those users in Campaign Configuration, save the Campaign, and test several new leads to confirm that ownership rotates across the selected team members.
Distributing Leads Without Overloading One Person
When several team members handle leads, manually deciding who should receive every new contact can slow down follow-up and create an uneven workload.
A Round Robin Campaign distributes lead ownership by rotating through the users selected in the Campaign.
For example, when three users are selected, lead assignment may rotate in this order:
User A → User B → User C → User A → User B → User C
This gives each new lead a clear owner while helping the team share new opportunities more evenly.
Campaigns have been replaced by Workflows
BizStackPro Campaigns are deprecated. This guide preserves the legacy Campaign setup and the underlying Round Robin concept. Use workflow-based user assignment, such as the available Assign to User action, when building new automation.
Round Robin Assignment at a Glance
Before You Begin
Confirm who should receive leads and how ownership should work before configuring the rotation.
- Identify the Campaign or Workflow that receives new leads.
- List every user who should participate in the rotation.
- Confirm that each user is active in the account.
- Confirm each user’s name, email address, and phone number.
- Decide whether communications should use user-level sender details.
- Confirm who should receive leads when a user is unavailable.
- Decide whether every user should receive an equal share.
- Prepare several test contacts so the rotation can be reviewed.
- Confirm how users will monitor and follow up with assigned leads.
Why Use Round Robin Lead Assignment?
Fairer Distribution
New leads rotate through the selected users instead of being assigned repeatedly to the same person.
Faster Response Times
Leads can be shared across the team instead of waiting for one overloaded user.
Clear Accountability
Each lead has an assigned owner who can manage communication and follow-up.
Easier Team Growth
Users can be added or removed as the team and workload change.
Distribution is only the first step
Round Robin assignment creates ownership. Each user still needs a clear process for reviewing, contacting, and updating assigned leads.
Step 1: Create or Confirm Your Users
Every person in the Round Robin rotation must exist as an active user or staff member in the account.
Open Settings
Open the BizStackPro account settings.
Open My Staff
Go to Settings → My Staff.
Select Add Employee
Click + Add Employee or use the available option for adding a staff member or user.
Enter the User’s Name
Enter the team member’s correct name so the assignment is easy to recognize.
Enter a Unique Email Address
Use an email address that belongs to that user and is not shared with another account user.
Enter the Phone Number
Add the correct user phone number when calling, notifications, or user-level communication may rely on it.
Review Permissions
Confirm that the user has the access needed to view, contact, and manage assigned leads.
Save the User
Save the staff member and repeat the process for every person who should receive leads.
Use one email address per user
Unique user email addresses help keep ownership and sender information connected to the correct team member when user-level sender details are supported.
Step 2: Assign Users to the Campaign
Add the participating users to the legacy Campaign so BizStackPro can rotate lead ownership across them.
Open Campaigns
Open the legacy Campaigns area in the Automation section.
Create or Open the Campaign
Create a new Campaign or open the existing Campaign that should distribute the leads.
Open Campaign Configuration
Open Campaign Configuration.
Find Users
Locate the Users area in the Campaign configuration.
Select the Participating Users
Choose every active team member who should receive leads from the Campaign.
Review the Selected Group
Confirm that no required user is missing and no inactive or unintended user is included.
Save the Campaign
Save the Campaign Configuration.
Only selected users participate in the rotation
A user who exists in the account but is not selected in the Campaign should not be expected to receive leads from that Campaign.
Configure User-Level Sender Details
Some configurations can use the assigned user’s profile details when sending Campaign communication.
The original guide recommends considering whether Campaign-level sender fields should remain blank so the assigned user’s profile information can be used when supported.
Campaign-Level Sender Details
A Campaign-level From Name or From Email may cause every lead to receive communication using the same sender identity.
User-Level Sender Details
Leaving Campaign-level sender details blank may allow the assigned user’s profile information to be used when the account supports that behavior.
Test the sender behavior in your account
The exact sender behavior depends on the Campaign and account configuration. Send test messages from leads assigned to different users and confirm the displayed From Name and From Email.
Remove or Replace a User in the Rotation
Remove a user when that person should stop receiving new leads from the Campaign.
Open Campaign Configuration
Open the Campaign that contains the Round Robin user group.
Review the Selected Users
Confirm which user should be removed or replaced.
Remove the User
Deselect the user who should no longer receive new leads.
Add a Replacement When Needed
Select another active user when the team size or capacity should remain the same.
Save the Campaign
Save the updated user configuration.
Review Existing Lead Ownership
Determine whether leads already assigned to the removed user need to be reassigned separately.
Removing a user affects new lead assignment
The removed user stops receiving new leads from that Campaign. New leads continue routing among the remaining active users.
Assign Users to Multiple Campaigns
A user can participate in more than one Campaign.
Each Campaign follows its own selected-user configuration, so the same person can receive leads from several Campaigns while each one maintains its own rotation.
Campaign A
May rotate leads among Users A, B, and C.
Campaign B
May rotate leads among Users B and D.
Watch the user’s total workload
A user may appear balanced inside one Campaign but still receive a heavy overall workload when participating in several different Campaigns.
Use Round Robin Assignment in Workflows
Use Workflows for new lead-routing automation.
Open or Create the Workflow
Open the Workflow that should receive and distribute new leads.
Configure the Lead Trigger
Select the form submission, contact creation, opportunity, inbound message, or other event that starts the routing Workflow.
Add the Assignment Action
Add the available Assign to User or comparable user-assignment action.
Choose the Round Robin Option
Use the available rotating or Round Robin assignment method when supported by the Workflow action.
Select the Users
Add the active team members who should participate in the rotation.
Add Follow-Up Actions
Add internal notifications, opportunities, tasks, email, SMS, or other steps that should follow the assignment.
Publish After Testing
Test several leads and confirm the ownership sequence before publishing the Workflow for live traffic.
Use the controls available in your Workflow account
The original page documents legacy Campaign user assignment. Use the corresponding assignment action and Round Robin controls available in the current Workflow builder.
Test the Round Robin Distribution
Use several controlled test contacts to confirm that assignment rotates across the selected users.
Confirm the Selected Users
Record the users who should participate in the test.
Create the First Test Lead
Enter a lead through the actual Campaign or Workflow entry method.
Record the Assigned User
Confirm who received ownership of the first test lead.
Create Additional Test Leads
Repeat the process with enough contacts to move through the full user group at least twice.
Compare the Assignment Order
Confirm that the test leads rotate across the selected users in the expected sequence.
Review User Notifications
Confirm that the assigned user receives any expected internal notification or task.
Test Sender Details
When messages use user-level details, confirm that each test lead receives communication from the correct assigned user.
Troubleshoot Uneven Lead Assignment
Round Robin Assignment Best Practices
Frequently Asked Questions
How do I ensure leads are distributed evenly among users?
Can I assign users to multiple campaigns?
What happens if a user is removed from the campaign?
Can I use different email addresses for each user?
Continue Learning
Continue learning how to create Campaigns, assign follow-up tasks, review message delivery, and manage recurring lead automation.
