If you’re running a sales team, you know the pain: leads pile up, reps complain, and somehow the distribution never feels fair. That’s where round robin meeting assignments come in. If you’re using Revenuehero, you’ve probably heard they offer round robin — but setting it up right takes more than just flipping a switch.
This guide is for hands-on sales and RevOps folks who want to actually get fair lead distribution, not just check a box. Here’s how to set up round robin meetings in Revenuehero, what to watch out for, and the traps you can avoid.
What is “Round Robin” and Why Bother?
Round robin is just a fancy term for taking turns. Instead of one rep getting all the meetings (or, worse, cherry-picking), each new meeting is assigned to the next person on the list. The goal is simple: everyone gets their fair share, no one’s overloaded, and leads don’t go ignored.
Why do this in Revenuehero? Because manual distribution is a mess, and most CRMs’ built-in tools are half-baked. Revenuehero automates it — but only if you set it up thoughtfully.
Step 1: Get Clear on Your Lead Assignment Rules
Before you open Revenuehero, pause. Ask yourself:
- Are all leads truly equal, or do you want to split by region, deal size, or something else?
- Who should be included in the round robin pool?
- Should meetings be skipped if a rep is out of office or overbooked?
Pro tip: Don’t try to solve every edge case from day one. Start simple — you can always add more logic later.
Step 2: Add Users and Set Up Teams in Revenuehero
Log in to your Revenuehero admin panel. (If you don’t have admin access, now’s the time to ask for it. No way around this.)
2.1 Add or invite your reps
- Go to the Users or Team Members section.
- Add each rep’s name, email, and (if needed) their calendars.
- Make sure calendar integrations are actually working — otherwise, meetings will get assigned but never show up.
2.2 Organize reps into pools
- Create a “Round Robin” team or pool. Name it something obvious, like “AE Team” or “Inbound SDRs.”
- Drag and drop reps into the right pools.
- If you have different product lines or regions, set up separate pools.
What to skip: Don’t overthink the pools at first. You can always move folks around as quotas and territories change.
Step 3: Set Up the Round Robin Assignment Rule
Now for the meat of it.
3.1 Find the distribution settings
- Go to the scheduling or routing rules section in Revenuehero.
- Look for “Distribution Method” or “Assignment Logic.”
- Select “Round Robin.”
3.2 Configure your round robin logic
You’ll usually see a few options:
- Even Distribution: Everyone gets an equal shot, one after another.
- Weighted Round Robin: Some reps get more leads (e.g., if they’re ramped or top performers).
- Skip if Unavailable: Meetings won’t be assigned to reps who are out of office or have no open slots.
Start with even distribution unless you have a strong reason not to. Weighted round robin sounds cool, but in practice, it just invites arguments and confusion unless you have clear, transparent rules.
3.3 Set fallback rules
- What happens if everyone’s calendar is full? (Default is often “no meeting assigned” — not great.)
- Choose a backup: assign to a manager, notify an admin, or let the lead book a generic slot.
Honest take: Don’t get fancy with fallbacks. If you route everything to your top rep, you’re back where you started.
Step 4: Connect Calendars and Meeting Types
Revenuehero needs access to each rep’s calendar (Google, Outlook, etc.) so it can check availability and book meetings.
- Go through each user and make sure their calendar is connected and syncing.
- Test it: Try booking a meeting as a lead and make sure it lands on a rep’s calendar.
- Set available meeting types (e.g., 15-min intro, 30-min demo).
Skip: Don’t add every possible meeting type. Stick to 1-2, or you’ll make reporting and assignment a headache.
Step 5: Integrate with Your Lead Capture Forms
This is where the magic happens. When a lead fills out your form (HubSpot, Marketo, Webflow, whatever), Revenuehero can kick in to assign and schedule the meeting.
- Go to your form tool and look for integrations or webhooks.
- Connect the form to Revenuehero using their instructions.
- Map fields (name, email, company, etc.) so the lead info comes through cleanly.
Watch out: If there’s any mismatch or missing required field, meetings won’t get booked. Test with fake submissions before going live.
Step 6: Test Like a Real Lead
Don’t trust the demo data. Actually fill out your lead form and walk through the entire process:
- Submit the form as a lead.
- See which rep gets the meeting.
- Make sure the rep’s calendar is updated (and check that the lead gets a confirmation email).
- Try again — does the next meeting go to the next rep in the pool?
Repeat for each scenario you care about (e.g., a lead from a different region, a rep who’s marked as “OOO”).
Pro tip: Do this before you tell your team it’s live. You only get one chance to make a good first impression.
Step 7: Monitor, Adjust, and Communicate
No system is perfect out of the box. Here’s what you should do in the first few weeks:
- Check assignment logs in Revenuehero. Did meetings actually get distributed evenly?
- Watch for “assignment drift” — sometimes, reps who don’t sync calendars or go OOO can mess with the order.
- Solicit feedback from reps: Is anyone overloaded or left out?
- Adjust pools, weights, or fallback rules as needed.
What to ignore: Don’t obsess over tiny differences. The point is to be fair and fast, not mathematically perfect.
Honest Pitfalls and How to Avoid Them
Calendar Sync Fails
If a rep’s calendar disconnects, Revenuehero might skip them or, worse, assign meetings they never see. Set a weekly reminder to check calendar connections.
Over-complicating Pools
Trying to bake in every exception (“But what if the lead is from New Zealand and wants a demo on a holiday?”) just leads to headaches. Start with broad pools, then add nuance if you really need it.
Shadow Assignments
Sometimes meetings get assigned but not accepted, or reps just don’t follow up. Review the pipeline weekly to catch dropped balls.
Weighted Round Robin Drama
Unless your team is mature and trusts the weighting logic, this just causes drama. If you must use it, be transparent about why and how it works.
Keep It Simple, Iterate as You Go
Setting up round robin in Revenuehero isn’t rocket science, but it does require some care. Start with the basics, make sure it actually works, and keep your team in the loop. Don’t try to build the “perfect” system from day one — just get fair, visible, and working, then refine.
The best setup is the one your team actually uses — and trusts. Keep tweaking as you go, and don’t be afraid to throw out what doesn’t work.