How to efficiently set up lead routing rules in Myphoner for B2B sales teams

If you’re running a B2B sales team, you already know that dumping leads into a single pile is a recipe for chaos. The right leads never get to the right people, reps cherry-pick, and your hottest prospects get cold. Lead routing fixes all that—if you set it up right. This guide is for anyone using Myphoner who wants simple, no-nonsense rules for getting leads to the right rep, every time.

Let’s skip the fluff and get your team calling, not complaining.

Why Lead Routing Matters (and Where It Goes Wrong)

Here’s the truth: most sales teams overthink lead routing. They try to automate everything, set up elaborate round-robins, and create exceptions for every edge case. The result? Confusion, loopholes, and leads falling through the cracks.

What actually works is a set of clear, flexible rules that fit your team’s real workflow. You want:

  • No lead left behind
  • Clear ownership (so reps don’t fight over leads)
  • A system that’s easy to tweak as your team or market changes

Myphoner gives you tools to do all this, but only if you keep things simple and focused.

Step 1: Define Your Routing Logic Before You Touch Settings

Before you dive into Myphoner, sketch out how you actually want leads to be distributed. Tools can’t fix a broken process.

Ask yourself:

  • Are all leads created equal, or do some need special handling (e.g., big accounts, VIP industries)?
  • Do you want round-robin distribution, or assign by territory/expertise?
  • Do reps specialize by deal size, product line, or region?
  • Do you need backup rules for when someone’s on vacation?

Pro tip: Write your rules out in plain English first. If you can’t explain them to a new hire in 30 seconds, they’re too complicated.

Step 2: Set Up Your Lists and Segments in Myphoner

Myphoner organizes leads into “lists.” Each list can have its own routing rules. Don’t just dump everything into one list.

How to get this right:

  • Group similar leads: Build lists around your main routing logic—by region, campaign, product, or whatever matters to your team.
  • Don’t over-segment: If you have 10 lists and only 3 reps, you’re making more work for yourself. Start broad, then split later if you need to.
  • Tag strategically: Use tags for sub-categories (like “VIP” or “Webinar Lead”), not as a replacement for lists.

What to skip: Don’t try to segment for every possible scenario (“Leads from Boston who like golf”). You’ll drown in exceptions.

Step 3: Assign Owners and Set Access Levels

In Myphoner, you can assign leads to specific users or let the system distribute them automatically.

Manual assignment (good for small teams/special cases):

  • Go to your list
  • Select leads (bulk or one-by-one)
  • Click “Assign” and pick the rep

Automatic assignment (better for speed and fairness):

  • Use the “Queue” feature in Myphoner to set up round-robin or weighted distribution
  • Make sure all reps who should get leads are added to the list as users

Tips:

  • If you want certain reps to handle only specific leads (e.g., enterprise accounts), use a combination of lists and tags with user permissions.
  • For vacation or sick days, just remove the rep from the list queue—they won’t get new leads until you add them back.

Step 4: Configure Lead Routing Rules (The Smart Way)

Here’s where you actually tell Myphoner how to distribute leads. Don’t get lost in the weeds.

For Round-Robin Routing:

  1. Go to your list’s settings.
  2. Under “Queue,” add all the reps who should get leads.
  3. Set the order (if it matters).
  4. Choose if you want “strict” round-robin (each rep gets a new lead before anyone gets a second) or weighted (some reps get more leads than others).

For Conditional Routing (by tag, field, or source):

  1. Use filters to create “views” or custom queues (e.g., only leads with the “VIP” tag).
  2. Assign these filtered leads to specific reps or teams.

Pitfalls to avoid:

  • Don’t create overlapping rules for the same leads. If two rules could assign the same lead, you’ll get confusion and double-work.
  • Skip complicated “if/then” trees unless you really need them. Most teams do fine with 1-2 rules per list.

Step 5: Test Your Routing Before You Go Live

Nothing’s worse than turning on a new system and watching leads vanish into thin air (or all land with one lucky rep).

How to sanity-check your setup:

  • Create a few dummy leads with different tags/fields
  • Watch where they go as you assign/queue them
  • Log in as different reps and see their view
  • Make sure nobody’s getting skipped—or buried

Quick fixes:

  • If leads aren’t routing, double-check list membership and user permissions.
  • If you see duplicates, your rules are too broad; tighten your filters.

Step 6: Keep It Simple—Then Iterate

The best lead routing system is the one you barely notice. If reps are fighting over leads, your rules are broken. If everyone’s busy and nobody’s confused, you’ve nailed it.

A few things to watch:

  • Monitor lead response times: If there’s a lag, your routing might be off (too few reps, or leads getting stuck).
  • Review monthly: As your team grows, revisit your lists and rules. Don’t be afraid to merge or split lists as needed.
  • Don’t automate everything: Some exceptions are best handled by a manager, not a rule. If you start writing rules for one-off cases, you’re adding friction, not clarity.

What to Ignore (Despite What You Might Hear)

  • Overly “smart” automation: AI-based routing sounds cool, but it’s usually overkill for B2B teams under 50 reps.
  • Daily manual assignment: This is a waste of a manager’s time. Set rules and let the system work.
  • Custom scripts unless you’re desperate: Stick to built-in Myphoner features unless you’ve hit a hard wall.

Wrapping Up: Keep It Flexible, Not Fancy

Lead routing in Myphoner doesn’t have to be a science project. The best setups are simple, easy to maintain, and fit how your team actually works—not how you wish they worked.

Start with broad rules, see how your team uses them, and make tweaks. Resist the urge to over-engineer. When in doubt, ask your reps: can they explain the lead routing logic? If not, simplify until they can.

The faster leads hit the right hands, the faster you close deals. That’s what matters. Keep it simple, and don’t be afraid to change things up as your team (and market) evolves.