How to Assign Leads to Your Sales Team in HubSpot

Assigning leads effectively is key to ensuring that each lead is managed efficiently and consistently. In HubSpot, assigning a lead means giving ownership to a designated salesperson, providing advantages such as maintaining consistent communication, organizing your CRM, and enabling automation for sales notifications and task assignments.

This post, part of my ultimate guide to HubSpot Setup, will cover the various methods of lead assignment in HubSpot, from manual to automated options, tailored to different subscription levels.

Why Assigning Leads is Important

Assigning leads in HubSpot to specific salespeople improves several aspects of the sales process:

• Consistency in Communication: Having a dedicated salesperson for each lead ensures that communication stays aligned and clear.
• Database Organization: By assigning leads, you can control which users see which records, keeping your CRM organized and secure.
• Automated Actions: Once leads are assigned, workflows can automate notifications, internal emails, and tasks specific to each salesperson.

The Manual Method

The manual method is accessible to all HubSpot users, regardless of subscription level. It involves manually selecting a lead (or group of leads), choosing a salesperson, and assigning ownership. This is a quick and effective option for smaller teams or if you need direct control over lead distribution.

1. Select the Lead(s): Go to the Contacts tab, select the leads you wish to assign, and click on the Assign button.
2. Choose the Salesperson: In the assignment menu, select the desired salesperson from the list and confirm the assignment.

Pros:

• Accessible to all subscription levels.
• Allows manual oversight for accuracy in lead distribution.

Cons:

• Time-consuming if assigning large volumes of leads.
• Slows down the lead assignment process if done frequently.

For larger teams, the manual method can be combined with HubSpot Teams (covered in previous posts) to streamline the process. For instance, the admin could assign all leads from a specific country to the sales director, who then redistributes leads to their team members.

The Automated Method

The automated method uses workflows to automatically assign leads based on specific lead properties. This option is only available for HubSpot Pro and higher subscriptions, but it significantly speeds up the lead assignment process.

1. Create a Workflow:
   • Go to Automation > Workflows and create a new workflow.
   • Set enrollment triggers based on lead properties (e.g., location, market segment, or interaction history).
2. Assign the Lead:
   • Use the Assign Owner action in the workflow to automatically assign leads. For example, assign all leads from France to “Salesperson 1” and leads from the UK to “Salesperson 2”.

Advantages:

• Saves time and ensures immediate lead assignment upon entering the CRM.
• Reduces human error by automating the process.

Limitations:

• Available only to users with a Pro subscription or higher.

The Round Robin Method

The round-robin method is ideal for distributing leads equally among a team of salespeople, ensuring that no single team member is overloaded. However, this feature is only available to Sales Hub Pro users and above.

1. Set Up Round Robin Assignment:

   • In your workflow, after setting the enrollment trigger, add the Rotate Record to Owner action.
   • Select either a specific list of users or a HubSpot team for rotation.
     
     

2. Automate Equal Distribution:

   • HubSpot will automatically assign each new lead to the salesperson with the fewest contacts in the rotation list, balancing workloads across the team.

Benefits:

• Ensures equal lead distribution across the team.
• Saves time with automated, balanced lead assignments.

If you don’t have access to Sales Pro, you can achieve a similar setup using custom workflows and assignments, which can replicate some aspects of the round-robin system.

Conclusion

With these assignment methods, you can organize lead distribution based on your team’s structure, sales processes, and HubSpot subscription level. Ensuring each lead is correctly assigned to the appropriate salesperson will maximize your team’s productivity and help maintain a well-organized CRM.

These methods empower you to manage your sales pipeline efficiently and ensure that each salesperson is set up for success in working with their assigned leads.