Overview
Efficient lead distribution ensures that your sales team receives leads quickly and equitably. Shape’s Lead Distribution Rules automate the assignment of new leads based on predefined criteria, helping businesses streamline workflows, improve response times, and maximize conversions. This guide will cover how to configure lead distribution rules, best practices, and common troubleshooting steps.
⚙️ Why Use Lead Distribution Rules?
🔹 Faster Response Times – Automatically assign leads to the right reps for immediate action.
🔹 Eliminate Manual Work – Reduce the need for manual lead assignments.
🔹 Ensure Fair Distribution – Distribute leads evenly or based on performance tiers.
🔹 Increase Conversions – Route leads to the right agents based on skills, location, or other attributes.
🛠️ Setting Up Lead Distribution Rules in Shape
1️⃣ Navigate to Lead Distribution Settings
- Log in to Shape and go to Settings > Lead Distribution Rules.
- Select Create New Rule to start configuring automated assignments.
2️⃣ Define Lead Assignment Criteria
Shape allows you to set up rules based on different attributes:
✅ Round Robin – Distribute leads evenly among all assigned users.
✅ Performance-Based – Assign leads based on agent performance (e.g., highest close rate).
✅ Source-Based Routing – Assign leads from specific sources (e.g., Facebook, Google Ads) to specialized teams.
✅ Location-Based Routing – Send leads to agents based on geographic location.
✅ Custom Field Matching – Assign based on specific lead attributes (e.g., loan type, industry).
3️⃣ Assign Users & Teams
- Select the agents or teams eligible for lead assignments.
- Configure fallback assignments in case the primary assignee is unavailable.
4️⃣ Set Lead Limits & Timing Rules
- Daily Limits: Control how many leads each rep can receive per day.
- Time-Based Assignments: Set rules based on working hours to avoid after-hours lead assignments.
- Auto-Reassignment: Reassign leads if an agent doesn’t follow up within a set timeframe.
5️⃣ Save & Activate Your Rule
- Review settings and click Activate to enable the rule.
- Test the distribution by creating sample leads to ensure assignments work as expected.
📌 Pro Tip: Regularly review and adjust rules to accommodate team changes or lead volume fluctuations.
🚀 Best Practices for Lead Distribution in Shape
✅ Use Performance-Based Routing – Prioritize top performers for high-value leads.
✅ Monitor & Optimize – Review assignment reports to ensure rules are working efficiently.
✅ Combine Multiple Rules – Layer different rules (e.g., round robin + location-based) for smarter distribution.
✅ Implement Auto-Reassignment – Avoid leads going cold by reassigning unworked leads.
✅ Leverage Reporting – Track lead response times to ensure leads are handled promptly.
🔍 Troubleshooting Lead Assignment Issues
🔹 Leads Aren’t Assigning Properly – Check if the rule is active and configured correctly.
🔹 Leads Are Going to the Wrong Reps – Verify assignment criteria and team member availability.
🔹 Auto-Reassignment Not Working – Ensure time limits are set correctly in the rule.
🔹 Too Many Leads Going to One Person – Adjust lead caps to distribute evenly.
📊 Next Steps
Once your lead distribution is configured, explore reporting and analytics in Shape to track how quickly leads are being assigned and responded to.
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