Funnel and operations
How lead rotation works among salespeople
Each new contact automatically goes to an active salesperson. In Simple rotation, the one who has gone longest without a lead gets it; in By weight mode, people with a higher weight get proportionally more. You choose the mode in Settings › Operations and set weights and pauses in Settings › Team.
Step by step
Choose the mode
In Settings › Operations, on the Lead distribution card, choose the Distribution mode: Simple rotation (default) or By weight. Click Save.
Set the weights
In weighted mode, go to Settings › Team, click Edit on the person and set the Distribution weight, from 1 to 10.
Pause whoever shouldn’t get leads
On the team screen, Pause takes the person out of the rotation, but they keep handling the conversations they already have. Back to rotation undoes it.
When the rotation kicks in
The rotation applies to the first contact from a new number: when someone who isn’t a lead yet sends their first message. Existing leads stay with the same salesperson. The chosen salesperson instantly gets the “New lead for you” notification, and the lead shows up in their Mine queue.
The two modes
| Mode | How it picks | When to use it |
|---|---|---|
| Simple rotation | The salesperson whose last lead came in the longest time ago. | Teams with the same pace and the same experience. |
| By weight | Balances the leads received that day divided by the weight: whoever is furthest “below” their share gets the lead. | Salespeople with different workloads (a senior rep who handles twice as much, someone part-time). |
Weighted mode example, with fictional data: Ana has weight 2 and Ben has weight 1. On a day with 30 leads, Ana gets about 20 and Ben about 10. The count resets every day, in the organization’s time zone.
Who is in the rotation
- Only people with the Salesperson role who are active and not paused.
- Managers and owners never get leads from the rotation (but they can handle any conversation).
- If nobody is available, the lead stays Unassigned and shows up in that inbox queue.
- Conversations started from the company phone (outbound) skip the rotation: they stay unassigned until someone replies from the dashboard or the manager assigns them.
There are no business hours: the rotation runs 24 hours a day. If nobody works at night, pause the team at the end of the day or let leads go to whoever is still active.
Fixed salesperson per link
On a tracked link, the Fixed salesperson field sends every contact from that link to the same person, overriding the rotation, even if that person is paused. If the person is deactivated, the lead goes back to the normal rotation.
First to reply keeps the lead
If a salesperson replies to someone else’s lead (or an unassigned one) before the owner does, the lead moves to whoever replied. This doesn’t happen after a manual reassignment by a manager, and internal notes, the auto greeting and messages sent from the phone don’t count. See Reassign a lead.
Didn’t work? See…
- A salesperson isn’t getting leads: check that they’re active, not paused and have the Salesperson role. See Salesperson isn’t getting leads.
- Every lead lands in Unassigned: there’s no salesperson who is active and not paused.
- One salesperson gets more than the others: check the mode and the weights, and whether a tracked link has a fixed salesperson.
Frequently asked questions
Does the manager get leads from the rotation?
No. Only people with the Salesperson role are in the rotation. The manager can reply to any conversation.
Does the rotation follow business hours?
There are no business hours: distribution runs 24 hours a day. Use Pause to take someone out of the rotation temporarily.
How do I send more leads to one salesperson?
Use By weight mode and give them a higher weight in Settings › Team.
See the path from ad to sale in your WhatsApp.
Try TraceClose free for 7 days with your team. No card needed to try.