Limit the Number of Leads Assigned to a User – Lead Assignment Quotas

1. Feature Overview

You can set limits on the number of leads that can be assigned to users based on quotas defined at the user role level (such as Sales User, etc.), or individual user level. You can further set the quotas by durations (such as daily, weekly, monthly) during which leads get assigned to users. You can also set exceptions on lead assignment based on lead stage. For example, you can set a limit where a user won’t be assigned more leads if he’s already working on say 20 leads in the ‘Prospect’ stage.

This article details how you can configure lead assignment quotas at the user role or individual user level. Once set up, you’ll have to configure the ‘Distribute Lead’ card of an Automation to execute the lead assignment quotas defined here. To know more, please refer to Lead Distribution Automation in LeadSquared.

To enable this feature –

  1. Navigate My Account>Settings>Users and Permissions>Lead Assignment Quota.
  2. Click the Enable Lead Assignment Quota slider.

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2. User Role-Level Lead Assignment Quota

By enabling this option, you’ll be able to set quotas for particular user roles. As an example, let’s look at all the sales users present in an organization. If you configure this quota to assign only 50 leads to the sales users (users whose role is that of a sales user), then from the total leads captured, 50 leads will get assigned to each sales user. This quota will not affect the lead distribution among the non-sales users (such as admin users, marketing users) in the organization.

If you choose to assign leads based on user role, then on the Configure rules for Lead Assignment Quota pop-up, against Enable user specific lead assignment quota enter, select No. Enter the following details –

 ConfigurationDescription
LimitSet a limit on the number of leads you want to assign a user per day or week.
Enable for RolesEnable lead assignment limits for user roles.
Users to NotifyNotify users when the quota is reached. The ‘User’s Manager’ is based on the value you provide in the ‘Reporting To’ field of the user’s profile.
Add Exclusion ConditionsDon’t assign leads to users who have a certain number of leads at a certain lead stage.

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3. User-Specific Lead Assignment Quota

By enabling this option, you’ll be able to assign quotas for individual users (rather than all the users in a specific role). As an example, let us look at a vehicle insurance disbursal company that has five sales users, and wants to assign 10 leads to three users and 15 leads to the remaining two users. In order to do this, the organization will have to configure user-specific lead assignment quotas. The organization can further define quotas for different durations  (daily, weekly, monthly) for each individual users.

On the Configure rules for Lead Assignment Quota pop-up, against Enable user specific lead assignment quota enter, select Yes.  In the configuration, you’ll need to use a custom user field (see Manage User Custom Fields), for example, “lead assignment daily limit”. This field should contain the lead assignment quota for each user. This field will then be used to configure the lead assignment quota as shown below.

Note: The custom field must be a number type field.

Enter the following details –

ConfigurationDescription
Configuration KeyThe name of the configuration that you set. This will help you distinguish the configurations on the Distribute Lead card automation.
Configuration ValueThe custom user field based on which leads get distributed to your users.
Default ValueThe default field value you want to assign to the selected custom user field. If the custom user field is blank for a particular user, then the default value will get assigned to the user. But if the field already has an existing value, then the default value will be ignored.
AddTo add additional configurations, click Add.
Add Exclusion ConditionsDon’t assign leads to users who have a certain number of leads at a certain lead stage.

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The assignment quota limit for a user will apply across all automations. So for example, if a user’s quota is defined as 10, and multiple automations are set up, leads assigned from either automation will increase the assignment quota counter. Once the quota is exceeded, more leads won’t be assigned to the user from any of the automations.

Once you’re done, click Save. For further steps, please refer to Lead Distribution Automation in LeadSquared.

Notes:

  • Zipcode or Pincode based lead distribution among users cannot be carried out. To do that, please refer to Zip Based Lead Distribution.
  • If an existing non-number custom field (such as a DateTime or Text field) with existing non-number values (such as ‘Dec’, ‘BLR lead’, etc.), is edited and converted into a Number field, then the default value will be assigned in place of the non-number values.

 

Next Steps

Once you’ve configured the lead assignment quota, you can then set-up a lead distribution automation. The settings configured here can be used to configure your automation. To proceed, please refer to Lead Distribution Automation in LeadSquared.

 

Any Questions?

Have any questions you’d like to voice? Or any experiences with this feature you’d like to share? Please feel free to start a discussion in the comments section.

 

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