Click Router

Click routers create trackable links that intelligently route prospects to the right team members based on your configured rules. They're perfect for email campaigns, marketing materials, and website CTAs.

When to Use Click Routers

• Email Campaigns: Send personalized booking links that route to the right rep

• Marketing Materials: Include smart links in PDFs, presentations, or digital content

• Website CTAs: Replace generic "Book a Demo" buttons with intelligent routing

• Account-Based Marketing: Route prospects from target accounts to specific reps

Creating a Click Router

1

Navigate to Routing → Click Routers in your dashboard

2

Click New Click Router

3

Enter a descriptive name (e.g., "Q2 Email Campaign - Enterprise Leads")

4

Select the meeting type prospects will book

5

Configure settings as detailed below

Configuration Options

Basic Settings

Setting	Description	Example
Title	Descriptive name for internal reference	"EMEA Outbound Campaign"
Meeting Type	The calendar event type to be booked	"30-Minute Discovery Call"
Display Notes	Allow prospects to add notes when booking	Enable for qualification info
Strip Emails	Remove email suffixes	[e-mail] becomes [e-mail]
Redirect URL	URL to redirect users after booking	"https://example.com/thank-you"
Default Guests	Additional email addresses to include on all meetings	"[e-mail]"

Real-life example: A sales team creates separate click routers for different regions (NA, EMEA, APAC) with region-specific meeting types and team assignments.

Ownership Rules

Ownership rules determine if a prospect already has an owner in your CRM. When enabled, the system checks if the prospect exists in your CRM and routes them to their assigned owner.

How it works:

1. Enable ownership matching by toggling "Do you want to assign prospects to existing CRM record owners?"

2. When a prospect clicks your link, the system checks your CRM for matching records

3. If a match is found with an owner who's a user in your system, the meeting is assigned to them

4. If no match or no owner is found, fallback assignment rules apply

Real-life example: An enterprise SaaS company uses ownership rules to ensure that when existing customers click on educational webinar links, they're always routed to their assigned account manager rather than a new sales rep.

CRM Record Lookup Options

Setting	Description	When to Use
Match with existing contacts	Checks if the prospect exists as a contact	Standard B2B sales process
Match with existing companies	Checks if the prospect's domain exists as a company	Account-based routing
Match with existing leads	Checks if the prospect exists as a lead	For lead-based sales processes
Exact match required	Requires exact email match vs. domain match	When precise matching is critical

Distribution Settings

If no owner is found or ownership matching is disabled, meetings are distributed according to these settings:

Setting	Description	Example Use Case
All team members	Distribute among everyone on the selected team	General inbound requests
Selected members	Distribute only among specific team members	Specialized product demos
Round Robin Type	Choose between strict or flexible assignment	See details below
Weighted distribution	Distribute based on assigned weights	Ramp-up for new reps (lower weights)

Round Robin Types

Type	Description	Best For
Strict	Assigns meetings in a fixed rotation regardless of availability	Equal distribution of leads
Flexible	Assigns based on availability at the time the prospect selects a meeting slot	Maximizing calendar availability

Real-life example: A company's SDR team uses weighted distribution for their main demo request link, giving senior reps a weight of 3 and new reps a weight of 1 during their first month to help with ramping.

Advanced Assignment Features

The system includes several advanced assignment features:

• Resettable Round Robin: Assignments reset on a daily, weekly, or monthly basis

• Vacation Compensation: Users on vacation are skipped, and their assignments are compensated when they return

• Meeting Credits: Administrators can assign credits to specific users to prioritize them in the assignment queue

• Recent Assignment Memory: If the same email address books within a 2-hour window, they'll be assigned to the same rep

Real-life example: A company uses meeting credits to ensure new sales reps get priority in the assignment queue for their first week, helping them build their pipeline quickly.

CRM Integration

Setting	Description	Benefit
Create/update records	Automatically create or update CRM records	Ensures data consistency
Record Type	Choose between contacts or leads for record creation	Matches your sales process
Set meeting owner in CRM	Update the CRM record owner to match the meeting owner	Maintains proper ownership
Create meeting in CRM	Create a calendar event in your CRM	Keeps all activities in one place

Real-life example: A marketing team configures their webinar registration click router to automatically create contacts in HubSpot and assign the webinar host as the contact owner, ensuring proper follow-up.

Installation Examples

HubSpot Email Campaign

<a href="https://app.example.com/clicks/abc123?name={{contact.firstname}}&email={{contact.email}}&company={{company.name}}">
  Schedule your personalized demo
</a>

Outreach Sequence

<a href="https://app.example.com/clicks/abc123?name={{first_name}}&email={{email}}">
  Book a quick call with our team
</a>

Website Button (with Google Analytics tracking)

<a href="https://app.example.com/clicks/abc123"
   onclick="ga('send', 'event', 'Button', 'Click', 'Demo Request');">
  Request Demo
</a>

Monitoring Performance

Track the performance of your click routers through the analytics dashboard:

• Click-to-meeting conversion rates

• Distribution accuracy

• Rule match effectiveness

• User assignment statistics

Regularly review these metrics to optimize your routing rules and improve conversion rates.

Troubleshooting

Issue	Possible Solution
Prospects not being routed correctly	Check your rule conditions and ensure CRM fields are mapped correctly
No available meeting slots	Verify team member availability and calendar connections
CRM records not being created	Check CRM connection status and field mappings
Uneven distribution of meetings	Review assignment history and adjust weights or round robin settings

Best Practices

1. Use descriptive names for your click routers that indicate their purpose and target audience

2. Start with simple rules and add complexity as needed

3. Test your click routers before using them in production campaigns

4. Monitor performance regularly and adjust settings as needed

5. Use different click routers for different campaigns to track performance separately

6. Include UTM parameters in your links to track campaign performance in your analytics tools