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Best Practice: Create Round Robin in Zapier

Lead Distribution in Zapier: How to Set Up Round Robin? Assigning Appointments in Zapier

Written by Inka Seidel

Introduction

In this article, we explain how you can set up a Round Robin system in Zapier.

Video Tutorial

Step by step guide:

  1. Create a new zap in Zapier
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  2. Select the tool you use to receive leads as the trigger (e.g., Facebook Leads). In our case, we choose "Contact updated" in Superchat as a placeholder to receive test data when we change a specific attribute in Superchat.
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  3. Now select test data to set up the rest of the Zap.
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  4. In the next step, we need to create a storage in which Zapier keeps track of how many times the Zap has been triggered, in order to fairly distribute the leads based on this count.
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    1. For this, we use the "Storage by Zapier" module and the event "Get Value".
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    2. Give the key a name, e.g., "Round Robin Key", and check the box "Create Storage by Zapier Value if it doesn't exist yet?" Then, set the value to 0.
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    3. Once you have run a test under "Test," uncheck the box "Create Storage by Zapier Value if it doesn't exist yet." There is currently a bug in Zapier that causes the value to be reset to 0 repeatedly if the box remains checked.
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  5. In the next step, select "Formatter by Zapier" and choose "Numbers" as the action event.
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    1. In this step, we increase the value in our storage by 1 to keep track of how many times the Zap has run. Under "Configure," select "Perform Math Operation" for Transform, choose "Add" as the operation, and set the input to the number 1 along with the storage value from the second step.
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  6. Now we need to save the value that was just increased by 1 in the storage. Select the app "Storage by Zapier" again and choose the action event "Set Value".
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    1. Under Configure, enter the name of the key you created in the second step. Fill the Value field with the output from the previous step.
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  7. Now you can set up a separate path for each person to whom leads should be assigned. It is important that the first path is triggered when the storage value in step 4 is "1," the second path when the value is "2," and so on.
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    1. In each path, you can now perform any desired actions. The key point is that for the last person (in our case, when the value = 2), you reset the storage value back to 0. To do this, select the action "Storage by Zapier" with the action event "Set Value."
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    2. Now, enter the name of the key you defined in the second step and set the value to 0.
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