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Distribution Rules

Distribution Rules help you automatically route meetings to the right team members based on specific criteria and conditions. These rules ensure efficient and intelligent distribution of meetings across your sales team.

Distribution Rules allow you to:

  • Route meetings based on specific criteria from your forms or CRM data

  • Implement round-robin distribution among team members

  • Set up territory-based routing

  • Create custom routing logic based on multiple conditions

Creating a Distribution Rule

1

Navigate to the Form Routers tab in the sidebar

2

Select "Distribution Rules"

3

Click "+ New Distribution Rule"

4

Enter a descriptive name for your rule (e.g., "Team NA if Territory is NA")

Setting Up Your Distribution Rule

Adding Conditions

Additional conditions allow you to refine when a Distribution Rule should be applied. You can base condition on the form data or a CRM record.

Scenario 1: Territory-Based Routing
Group Logic: AND
Conditions:
- Lead Country = "United States"
- Lead State = "California"
Action: Assign to West Coast Team
Scenario 2: Deal Size Distribution
Group Logic: OR
Conditions:
- Deal Size > 100000
- Company Employee Count > 1000
Action: Assign to Enterprise Team

Condition

Each condition consists of three parts:

  1. Field - The CRM field you want to check

  2. Operator - How you want to compare the field value

  3. Value - What you're comparing against

Condition Groups

  • Conditions can be organized into groups

  • Each group can use either:

    • AND logic - All conditions in the group must be true

    • OR logic - Any condition in the group can be true

Assign Meeting

There are two main ways to distribute meetings among team members:

  • Assigns meetings to all members of the selected team

  • Uses an intelligent round-robin system that considers multiple factors

  • Ensures fair distribution across the entire team

Meeting assignments also takes into consideration the selected distribution method in your Form Router.

Strict Round-Robin

Flexible Round-Robin

Assign weightage

Weights determine how many meetings each team member receives compared to others. Think of it like sharing a pie: if one person has a weight of 2 and another has a weight of 1, the first person will get about twice as many meetings over time.

For example, in a team where most members have a weight of 1, giving someone a weight of 3 means they'll receive roughly three times more meetings than others.

The system tracks monthly assignments to maintain this ratio while ensuring no one gets overloaded. For new team members, the system automatically adjusts their weight based on when they joined, helping them integrate gradually into the rotation.

Pro Tip: Start with equal weights (1) for everyone and adjust based on capacity and performance needs. Monitor the distribution and fine-tune as needed.

Update CRM Owner

When a Distribution Rule is triggered, you can automatically update the record owner in your CRM (HubSpot or Salesforce). This ensures that the ownership in your CRM stays synchronized with your routing assignments.

The ownership update happens when the ownership rule matches (during form submission), not when the meeting is actually booked.

There will be no ownership update if the router distribution method is set to flexible (because ownership is only performed once the meeting is booked).

For HubSpot, the system will find your Contact using either their HubSpot ID or email address, then update the owner property to match your routing assignment. All updates are monitored to ensure proper synchronization between your routing assignments and HubSpot ownership.

Advanced Meeting Options

Advanced meeting options allow you to customize additional settings for meetings that are booked through this rule. These settings help you ensure consistency and save time by automating guest additions and meeting type selection.

Be aware that Distro will not check the availability of the additional guests

Override default meeting settings: lets you use different meeting settings than what's configured in your router.

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