If you’re drowning in unassigned leads or watching sales opportunities slip through the cracks, you probably need something better than a shared inbox and a spreadsheet. This guide is for anyone who wants to get leads automatically to the right person, every time, using Ubique Live. Whether you’re a sales manager, RevOps lead, or just the person who always gets stuck cleaning up the CRM, here’s how to actually set up automated lead routing—without the usual headaches.
What is Automated Lead Routing (and Why Bother)?
Let’s keep it simple: automated lead routing is just a way to make sure new leads get sent to the right salesperson, automatically. No more inbox triage, no more “Who’s following up on this?” in Slack. When done well, it saves time, keeps leads from falling through the cracks, and makes your team look sharp.
But fair warning: if your rules are too complicated, you’ll make things harder, not easier. So before you start, have a clear idea of how you want leads to be assigned.
Step 1: Get Your Lead Sources Connected
You can’t route what you don’t have. Ubique Live needs to know where your leads are coming from.
Typical sources: - Web forms (your website, landing pages) - Marketing automation tools (Mailchimp, HubSpot, etc.) - Manual imports (spreadsheets, trade shows) - Integrations with ad platforms (Google, Facebook)
How to connect: 1. Go to the “Lead Sources” section in the Ubique Live dashboard. 2. Click “Add Source.” 3. Follow the prompts to connect or configure each source. This might mean pasting in an API key, connecting to a CRM, or setting up a webhook.
Pro tip: Test each source after setup—submit a test lead and make sure it shows up in Ubique Live. Otherwise, you’re routing nothing.
Step 2: Clean Up and Standardize Your Fields
Automation only works if the system knows what to look for. If one form calls it “Company” and another says “Organization,” things will break.
What to do: - Go to “Lead Fields” or “Data Mapping.” - Review all incoming fields from your sources. - Standardize field names (e.g., First Name, Last Name, Email, Phone, Company). - Set required fields if you want to avoid routing incomplete leads.
What to ignore: Don’t get bogged down mapping every possible field. Start with the basics—contact info, company, maybe location or product interest.
Step 3: Decide On Your Routing Logic (Before You Click Anything)
Now’s the time to sketch out your routing rules. Don’t skip this step.
Ask yourself: - Should leads go to reps by geography? Industry? Company size? - Do you want round-robin assignment? Or should “hot” leads go to seniors? - What happens if a rep is on vacation?
Write your rules down—on paper, in a doc, whatever. Example:
- “If lead is in California, assign to Jamie. If in New York, assign to Priya. All others: round robin.”
Why bother? If you try to set up rules on the fly, you’ll forget something and wind up with angry reps (or worse, lost deals).
Step 4: Set Up Routing Rules in Ubique Live
Now you’re ready to build your rules.
- Go to the “Lead Routing” or “Assignment Rules” section.
- Click “Create New Rule.”
- Name your rule something obvious (“California Leads to Jamie”).
- Set the criteria (e.g., “State equals California”).
- Choose the assignee (user or team).
- Set fallback behavior (what to do if no one matches).
Repeat for each rule. Order matters—Ubique Live processes rules top to bottom, so put your most specific rules first.
Pro tip: Use “catch-all” rules at the end—like “All others > Round Robin.”
What to ignore: Don’t try to automate exceptions (“Assign to Jamie if the moon is full and the lead’s company starts with Q”). Start simple, tweak later.
Step 5: Test Your Rules—For Real
Don’t trust that it works just because the system says “active.”
How to test: - Submit test leads that match each rule. - Watch where they land. Check the assigned rep’s dashboard. - Try edge cases—what happens if a field is missing? Or if two rules could apply?
If something doesn’t work, fix your mapping or rule order.
Pro tip: Do this with your sales reps watching. It's easier to fix issues now than after a real lead gets lost.
Step 6: Set Up Notifications (and Make Them Useful)
No point in routing leads if nobody knows about them.
- Go to “Notifications” in settings.
- Decide how reps get notified—email, SMS, in-app, or all three.
- Set up notifications for new lead assignments (and, optionally, for unworked leads after X hours).
Honest take: Don’t overdo it. Too many notifications = ignored notifications. Find the balance.
Step 7: Monitor, Adjust, and Actually Talk to Your Team
Automated doesn’t mean finished. Things change—reps leave, territories shift, rules get stale.
- Check the “Lead Routing” report weekly at first. Are leads getting stuck? Are some reps overloaded?
- Get feedback from your team. Is the routing fair? Is anyone missing leads?
- Change rules as you learn. No shame in tweaking—it’s better than pretending it’s perfect.
What to ignore: Don’t obsess over perfection. It’s better to have a simple system that works than a fancy one nobody understands.
Common Pitfalls (and How to Dodge Them)
- Overcomplicating rules: You’ll end up maintaining a monster. Start basic.
- Poor field mapping: Leads can’t be assigned if the data’s missing or mislabeled.
- Ignoring edge cases: Always have a fallback or “unassigned” bucket—someone needs to check these.
- Not telling your team: Surprises don’t go over well. Train people on the new system.
Pro Tips and Real-World Advice
- Document your rules: You’ll forget why you set something up in three months.
- Keep a manual override: Sometimes a lead just needs a human touch.
- Review results monthly: Look for patterns—like one rep getting all the leads at 3am.
- Avoid “set it and forget it”: Automation isn’t magic. Regular check-ins keep things running smoothly.
Wrap-Up: Keep It Simple, Keep It Working
Automated lead routing in Ubique Live isn’t hard—but it does pay to keep things straightforward. Connect your sources, map your data, set up clear rules, and test them. Then, iterate as you go. The point isn’t to automate everything, just to make sure leads land where they should, fast. Don’t let the perfect be the enemy of the good. Get routing, and tweak as you learn what works for your team.