Round Robin - How To Set Up And Use The Round Robin Functionality

The Round Robin feature in the Dealer Space app ensures an even and automated distribution of incoming leads to your sales team.

Setting Up Round Robin

1. Access Settings:

   • Navigate to Settings in the app.
   • Select the Admin tab, then click on Members.

2. Enable Round Robin:

   • Click the pencil icon in the settings menu.
   • Ensure the Round Robin toggle is enabled.

3. Require Online Status (Optional):

   • By default, Round Robin will only assign leads to users marked as online.
   • Salespeople can toggle their status by:
     • On Desktop: Use the online/offline toggle in the top menu.
     • On Mobile: Click their avatar at the bottom of the screen to update their status.

Managing Round Robin Participation

1. Include/Exclude Team Members:

   • In the Members list, click the three dots next to a user’s name.
   • Select Include in Round Robin or Exclude from Round Robin as needed.

2. Identifying Eligibility:

   • Users included in the Round Robin will have a colored ring around their avatar:
     • Green Ring: User is online and eligible to receive leads.
     • No Ring: User is excluded or offline.

Customizing Lead Weighting

Lead Weighting allows you to control the number of leads distributed to individual team members.

1. Edit Lead Weighting:

   • In the Members list, click on a team member’s name and select Update Profile.
   • Navigate to Settings and adjust their Lead Weighting percentage.

2. How Lead Weighting Works:

   • Default (100%): Equal distribution among all users set at 100%.
   • Adjusted Percentages:
     • Example: If User A is at 50%, they receive half the leads of a user at 100%.
     • If User B is at 200%, they receive twice as many leads as a user at 100%.

3. Practical Use Cases:

   • Assign fewer leads to new hires or part-time staff.
   • Increase the lead flow for high-performing salespeople.

Setting Up Automations for Lead Reassignment

Automations can ensure leads are reassigned if they remain unattended for a specified period.

1. Create a New Automation:

   • Go to the Marketing tab and select Automations.
   • Click Create New Automation.

2. Define the Trigger:

   • Set the trigger to Time Left Unread and specify a duration (e.g., 15 minutes).
   • Choose whether the trigger applies during office hours, after hours, or both.

3. Configure the Action:

   • Add an action to Assign Customer and select Round Robin.
   • This reassigns the lead to the next eligible salesperson in the queue.

4. Save and Activate:

   • Name the automation (e.g., “Reassign Leads After 15 Minutes”).
   • Save and enable the automation.

Advanced Configurations

1. Multi-Location Dealerships:

   • Leads can be assigned based on the location associated with a vehicle’s VIN or other criteria.
   • Team members can be assigned to one or more dealership locations to manage location-specific leads.

2. Custom Audience Segmentation:

   • Use audience filters to fine-tune automations for specific customer groups or lead types.
   • For example, prioritize leads with credit applications or specific vehicle preferences.

Best Practices for Round Robin Setup

• Regularly Review Settings: Update Round Robin participation and lead weights as team roles evolve.
• Incorporate Automations: Ensure timely lead follow-up and redistribution using automations.
• Test Adjustments: Experiment with lead weights and reassignment intervals to find the most effective setup for your dealership.
• Communicate with Your Team: Ensure everyone understands how Round Robin works, especially the importance of staying online to receive leads.