How do you set up a round robin workflow in HubSpot?

In Default, start a workflow with the CRM Record Created trigger on HubSpot contacts, add a Round-Robin node with your queue, and use Update Record to set the Contact owner to Latest assigned user. The queue's policy adds weights, a tiebreaker, and out of office checks.

How do you create a round robin meeting link in HubSpot?

In Default, create a Team event, add a queue as its host, and share the event's booking link, so the queue's routing policy picks the rep for each booking. The same queue can also assign HubSpot contact owners, so leads and meetings share 1 rotation.

Can HubSpot round robin skip reps who are on vacation?

Yes, with Default: the routing policy's Exclude members currently out of office setting, on by default, skips reps marked out of office in Default or on their calendar. It applies to HubSpot owner assignments and to meetings.

Can HubSpot weight round robin assignments?

Yes, with Default: turn on Enable weighted distribution in the queue's policy and set each rep's Weight. A rep with a higher weight gets a larger share of HubSpot owner assignments and meetings, and calibration brings a new hire up to the queue average.

More than a HubSpot round robin workflow

Round robin HubSpot leadsand meetings

Default rotates HubSpot leads and meetings through 1 queue and skips reps who are out of office.

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1 booking link for a sales team with the next rep picked from the queue

1 link for the whole team

The queue's booking link shows the team's times and books whichever rep the policy picks.

Queue members with different weights and their share of assignments

Weighted turns

Turn on weighted distribution and give some reps a larger share of leads and meetings.

Queue skipping a rep on vacation and assigning the next rep

Out-of-office aware

Reps marked out of office in Default or on their calendar are skipped, so leads book with someone who is in.

Existing HubSpot contact routed to its owner instead of the queue

Known contacts go to their owner

When a contact already has an owner, the workflow skips the rotation and books with that owner.

Queues decide who's next

Add reps to a queue, set weights, and pause anyone who's away. A Round-Robin node picks the next rep, and Update Record writes them to HubSpot as the owner.

Queue with weighted members and a paused rep, feeding a Round-Robin node that sets the HubSpot owner

Queues docs

Queues

Weights, paused reps, and calibration for new hires live on the queue.

Routing docs

Policies

Take turns equally or by least recent assignment, with a tiebreaker and a reset schedule.

Routing nodes docs

Routing nodes

Round-Robin, Rules of Engagement, and Display Scheduler work together in 1 workflow.

Leads book with whoever is next

A Team event with the queue as host offers times from the reps in the rotation and books the rep the policy picks. Reps who are out of office are skipped.

Booking page for a Team event hosted by a queue, with the next rep's times

Round robin docs

Round robin meetings

Show every active rep's times, or only the times of the rep whose turn it is.

Scheduler docs

Calendar on the form

The calendar opens over your page right after the HubSpot form is submitted.

Routing docs

No-show credit

Choose whether a missed meeting gives the turn back.

Owned contacts skip the rotation

Match Record checks HubSpot for the contact first, so a returning contact keeps their owner and books with the rep they already know.

Match Record finding an existing HubSpot contact and sending it to its owner's calendar

HubSpot contacts docs

HubSpot contact matching

Find the contact by email before anything is created, so known people keep their owner.

HubSpot routing docs

HubSpot routing setup

Map each rep to their HubSpot owner so the owner write and the host pick both work.

FAQ

Questions about HubSpot round robin

In Default, start a workflow with the CRM Record Created trigger on HubSpot contacts, add a Round-Robin node with your queue, and use Update Record to set the Contact owner to Latest assigned user. The queue's policy adds weights, a tiebreaker, and out of office checks.
In Default, create a Team event, add a queue as its host, and share the event's booking link, so the queue's routing policy picks the rep for each booking. The same queue can also assign HubSpot contact owners, so leads and meetings share 1 rotation.
Yes, with Default: the routing policy's Exclude members currently out of office setting, on by default, skips reps marked out of office in Default or on their calendar. It applies to HubSpot owner assignments and to meetings.
Yes, with Default: turn on Enable weighted distribution in the queue's policy and set each rep's Weight. A rep with a higher weight gets a larger share of HubSpot owner assignments and meetings, and calibration brings a new hire up to the queue average.

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