How to Set up Round Robin in LeadLocate

Rotate every new lead through your sales team automatically, one feed at a time.

1. Open Lead Feeds Manager

   Sign in as a Manager or Master Administrator. In the main menu open Billing & Admin, then Lead Feeds Manager. Every lead source your store receives is listed as a feed, and each feed carries its own assignment control.

2. Set the feed to rotate

   Find the feed you want to rotate, such as your website form or a listing site, and set its assignment to All (Round Robin). A feed that should always go to one person stays on Single with that user chosen. A feed anyone may claim uses Unassigned (Up for Grabs).

3. Rotate a source you added yourself

   Open Custom Source Feeds from the Lead Sources link in Account Settings. Open the feed, set Lead Assignment to Round Robin, and press Save Feed. The choices here match the default feeds: Single User for one owner, Unassigned (everyone can claim) for an open pool.

4. Choose who is in the rotation

   Open User Management. On each user record the Round Robin box decides whether that person takes a turn. Tick it for salespeople who work leads. Leave it clear for managers, for BDC agents who only set appointments, and for anyone on leave.

5. Test it with two live leads

   Submit a test lead through the rotating source, then submit a second one a minute later. The first lands on one salesperson and the second on the next in line, each with a notification, and the owner shows on the Leads list.

You need a Manager or Master Administrator login, because Lead Feeds Manager and User Management both sit under Billing & Admin and a User role does not see them. You also need at least two users with the Round Robin box ticked, since a rotation of one person is just an assignment. Have the list of your lead sources in front of you so you can decide, feed by feed, which ones rotate and which ones go to a single closer.

Nothing needs to be installed or purchased. Round robin is part of LeadLocate CRM on every plan, and the setting lives on the feed rather than in a separate rules product. If your store is new, the feeds already exist; you are only changing the assignment choice on each one.

Each rotating feed shows All (Round Robin) as its assignment in Lead Feeds Manager, and each custom feed shows Round Robin under Lead Assignment. When a lead arrives on that feed, it appears on the Leads list with a salesperson's name already on it, and that salesperson gets the notification they set in their preferences: an email, a text to their notify number, a sound at the desk and an on screen toast. On the LeadLocate mobile app the same lead shows in the Leads view with the same alert.

Every feed keeps its own count. Two leads that arrive on two different rotating feeds can land on the same salesperson, because each feed takes turns independently. That is expected. Within one feed, consecutive leads go to consecutive users, and a lead entered by hand from the phone app or the desktop belongs to the person who entered it and skips the rotation.

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Every lead lands on the same person. The feed is still on Single, or only one user has the Round Robin box ticked. Open User Management, open each salesperson with Edit User, and confirm the box. Then reopen the feed and confirm it reads All (Round Robin).

A salesperson who should get leads never does. Their user record does not have the Round Robin box ticked, or the leads are arriving on a feed set to a single user. Check the user first, then the feed the leads actually come through, which you can see on the lead itself.

Leads sit unassigned. The feed is on Unassigned (Up for Grabs), which is a valid choice for a pool anyone may claim. If you want the rotation instead, change the assignment and any new lead from that point takes a turn. Leads that arrived earlier keep the state they arrived in; reassign them from the lead row.

Once leads rotate, the rest of the first five minutes is set on the same feed. Lead Feeds Manager is where each source is defined, where Automated Templates send the first text under the assigned rep's name, and where manager copies are chosen. The round robin lead assignment feature page explains what the rotation does on a normal day, and the CRM with round robin lead distribution page covers why a store rotates at all.

The same rotation runs on the shared team calendar, so an appointment booked through the store's booking link goes to the next available salesperson. Contact uploads can rotate too: on Import Contacts, tick Round Robin assignment and the whole list spreads evenly across the team instead of landing in one queue. Who can change any of this is set by role, described on user roles and permissions. Every other guide is listed on the help center.

Keep the rotation honest by editing users, not feeds. A new hire joins the rotation the day you tick the Round Robin box on their record, and a departing rep leaves it the day you clear it. If you instead switch feeds back and forth to steer leads, nobody can explain the count later.

Rotate the feeds that pay for themselves and leave the specialists alone. Website and listing feeds usually rotate; a service drive referral feed often goes to one closer on Single. Anything the radio buttons do not express, such as a weighted rotation toward a senior closer or a rotation that follows shift schedules, is available on request, and our team puts it in production for your dealership. Describe how your floor works through contact us.

Does round robin apply to every lead source at once?

No. The assignment is chosen per feed in Lead Feeds Manager, so one source can rotate while another goes to a single user and a third sits open for anyone to claim. Each rotating feed keeps its own count.

How do I take a salesperson out of the rotation without deleting them?

Open their record in User Management and clear the Round Robin box. They keep their login, their leads and their history; they simply stop receiving new turns until you tick the box again.

Can I reassign a lead that the rotation gave to the wrong person?

Yes. A manager changes the owner from the lead's row on the Leads list at any time. The rotation only decides the first owner at the moment the lead arrives.

Does a walk-in entered by hand take a turn in the rotation?

No. A lead entered manually belongs to the person who entered it. Round robin runs on leads that arrive through a feed and on contact imports where you tick Round Robin assignment.

Our team configures your feeds and users on the onboarding call, so the first lead of the day already has a name on it.

Prefer to talk right now? Call or text 844-376-2274.