If your sales team is drowning in spreadsheets or constantly playing “hot potato” with new leads, you’re not alone. Assigning leads by hand is tedious, inconsistent, and—let’s be honest—easy to screw up. If you’re using Meet to manage your sales process, there’s good news: you can automate this whole mess. This post is for anyone who wants to spend less time on grunt work and more time actually selling.
Below, we’ll walk through how to set up lead assignment workflows in Meet that are automatic, fair, and don’t require an engineering degree. We’ll also flag what’s worth doing, what’s just buzzwords, and where most teams trip up.
1. Understand What You Actually Need
Before you dive into buttons and settings, step back. Not every team needs a complicated setup. Here’s what to think about first:
- How do you want to assign leads?
Examples: round robin, by territory, by rep availability, or by lead source. - What qualifies as a “lead”?
Not every form fill or inbound email needs to hit your sales team. Be clear about the triggers. - What are your must-haves?
(e.g., speed, fairness, reporting, handling out-of-office reps)
Pro tip: Write this down. Seriously. You’ll avoid a lot of “wait, why did it assign to Dave?” headaches later.
2. Get Your Data and Users Set Up in Meet
You can’t automate what you haven’t organized.
- Import your leads.
If your leads live in a spreadsheet, import them into Meet. Most platforms let you upload CSVs, map columns, and sanity-check the data. - Add your sales team.
Make sure every rep you want to assign leads to has an account in Meet, and that their info (email, territory, etc.) is up to date. - Tag and segment your leads.
Use tags, custom fields, or segments in Meet to group leads by source, region, or whatever matters to you.
Warning: Garbage in, garbage out. If your data is a mess, fix that first. Automation just makes bad processes faster.
3. Map Out Your Assignment Rules
This is where most teams overcomplicate things. Don’t get fancy unless you have to.
Common Assignment Methods
- Round Robin:
Assign leads evenly, cycling through reps one by one. Works for most small to mid-size teams. - By Territory:
Assign based on zip code, state, or region. Good if reps own specific geographies. - By Lead Source:
Assign web leads to one group, event leads to another. Helpful if reps specialize. - Based on Load or Availability:
More advanced. Assign to whoever has the fewest leads or is marked “available” in Meet.
How to Document Your Rules
- Write out: “If lead is from X, assign to Y.”
- Keep it simple. If your rule takes more than two lines, it’s probably too complex (at least for v1).
4. Build Your Workflow in Meet
Meet’s workflow builder is where the magic (and the confusion, sometimes) happens. Here’s a step-by-step for a basic round robin assignment:
Step 1: Go to Automation/Workflows
- In Meet, navigate to “Automations” or “Workflows.” The name varies, but it’s usually in the main sidebar.
Step 2: Create a New Workflow
- Click “New Workflow” or “Create Automation.”
- Name it something clear, like “Lead Assignment - Round Robin.”
Step 3: Set Your Trigger
- Typical triggers are:
- “When a new lead is created”
- “When a lead is imported/added”
- Double-check that your trigger isn’t too broad (e.g., you don’t want it firing on every record update).
Step 4: Add Assignment Logic
- Most platforms will have an “Assign to user” action.
- For round robin:
- Choose “Assign in rotation” or similar.
- Select which users are in the rotation (uncheck managers or test accounts).
- For territory-based:
- Add a condition: “If lead.state = CA, assign to Alice.”
- Repeat for each region/rep.
Step 5: Handle Edge Cases
- What if a rep is on vacation?
Some platforms let you mark users as unavailable. If not, you’ll have to remember to remove them from the rotation. - What if the assignment fails?
Add a fallback: “If assignment fails, notify admin.”
Pro tip: Test with dummy leads before going live. It’s the only way to spot mistakes.
5. Test, Tweak, and Communicate
Don’t trust automation until you’ve seen it work (and break) in the real world.
How to Test Your Workflow
- Create a few fake leads with different characteristics.
- Watch where they land. Did the right rep get each one?
- Ask your team for quick feedback: Is anyone left out? Getting too many leads?
What to Look Out For
- Skipped leads: Sometimes, a workflow will silently fail if it can’t find a match.
- Overloaded reps: If you don’t factor in existing workload, some folks might drown.
- Notification fatigue: Too many alerts are as bad as too few.
Pro tip: Automations aren’t fire-and-forget. Review assignments every week or two, especially at first.
6. Reporting and Auditing
You need to trust—but also verify—that leads are getting assigned correctly.
- Check assignment logs:
Meet should let you see who got what lead and when. - Set up simple reports:
How many leads per rep per week? Any “unassigned” leads? If you can’t answer this quickly, add a report or dashboard. - Spot check:
Pick a few leads at random and trace their journey.
7. What to Ignore (at Least for Now)
There’s a lot of hype around “AI-powered matching” or “multi-factor lead scoring.” Unless you’ve got a team of 100+ or a very complex sales process, you probably don’t need it. Stick to straightforward rules until you outgrow them.
Also, avoid assigning leads based on gut feel or favoritism (“Let’s give all the big deals to Bob”). Automation is only useful if it’s consistent and fair.
8. Common Pitfalls (and How to Dodge Them)
- Not updating user lists:
Don’t forget to add new reps or remove those who’ve left. - Ignoring edge cases:
Leads with missing data, reps on leave, or duplicate entries will break your flow. - Overcomplicating:
Every extra rule is another chance for confusion. Start simple, then build up.
9. Bonus: Integrate with Other Tools (If You Must)
If your team lives in Slack, your CRM, or email, consider sending assignment notifications there too. Meet often has integrations for this, but don’t go overboard—start with email or in-app alerts, then branch out.
Keep It Simple, Then Iterate
Automating lead assignments in Meet saves you time and spares your team from mistakes and squabbles. But don’t chase shiny features or build a Rube Goldberg machine. Start with clear rules, test everything, and tweak as you go. Simple beats clever—especially when someone’s paycheck depends on it.