RoundRobin Everyone Gets their Share of the Pie

✅ Summary:
This comprehensive training walks through how to use RoundRobin LeadStreams in PhoneBurner to automatically and evenly distribute contacts among your team. It’s ideal for admins who want to ensure fair, efficient, and error-free lead distribution without manually splitting CSV files or transferring leads across accounts.

Key points covered:

• RoundRobin LeadStreams ensure each user gets one lead at a time in a rotating order, like dealing cards, until all leads are assigned.
• Admins can:
  • Create distribution and receiving folders.
  • Set daily lead limits per rep.
  • Add reps multiple times to increase their share of leads.
  • Define recycle rules (e.g., leads go back to the distribution folder after a set time if not worked).
• The system starts distributing leads immediately upon import and cycles nightly to distribute remaining leads based on user availability.
• Admins can trigger redistributions manually by clicking the refresh arrows.
• Using saved searches with RoundRobin streams helps team members work their leads systematically.

Ultimately, this setup automates fairness and efficiency while keeping lead flow organized and equitable across reps.

🏷️ Tags:
roundrobin, lead distribution, auto-assign leads, contact management, team fairness, sales automation, PhoneBurner training, leadstream setup, user limits, recycle leads, lead sharing, saved searches, real-time importing, sales admin tools

📝 Cleaned-Up Transcript:

Let’s be honest—when you’re managing a sales team, one of the biggest challenges is making sure everyone has enough leads to call, and no one feels like they’re being left out. Everyone wants their fair share of the pie.

With PhoneBurner, when you’re importing a contact list—whether it’s 1,000, 10,000, or 50,000 records—you have several options to distribute those leads to your team. In this training, we’re focusing on a powerful tool called the RoundRobin LeadStream.

What is a RoundRobin LeadStream?

A RoundRobin LeadStream allows you to evenly distribute leads to your team, regardless of whether they’re imported manually or coming in real-time via the API or Zapier. Think of it like dealing a deck of cards—everyone gets one before anyone gets two.

This automation ensures:

• Everyone gets their fair share.
• Admins avoid manual file splitting.
• Leads are distributed without delay or confusion.

Setting Up a RoundRobin LeadStream

Step 1: Create the LeadStream

1. Go to Contacts > Gear Icon > LeadStream.
2. Click Add LeadStream.
3. Enable it and name it something like “Everyone Gets Their Share of the Pie.”
4. Add a description (e.g., This LeadStream evenly distributes leads to team members.)
5. Choose RoundRobin as the lead type.

Step 2: Set Folders

• Distribution Folder – Where imported or API leads are stored (e.g., RR Everyone Gets Some).
• Receiving Folder – Where users receive assigned leads (e.g., RR My Leads).
• You can lock the folder to prevent reps from changing where they receive leads.

Step 3: Configure Recycle Options

• Enable Recycling to move leads back to the distribution folder after a set time.
• Minimum delay is 10 hours, but it’s recommended to set this to 1–7 days.
• Choose whether to reset the recycle timer after each call—great for active reps who are consistently working their leads.

Step 4: Add Recipients

• Select users manually, in groups, or all at once.
• Only daily lead limits are available in RoundRobin (no total limit).
• You can:
  • Edit individual limits after adding them.
  • Add users multiple times to increase their share (e.g., Heather added twice = double the leads).

Step 5: Import Data and Distribute

1. Go to the Contacts tab.
2. Import your file of leads (e.g., 1,000 demo contacts).
3. Map the fields: name, phone, email, etc.
4. Import into the RoundRobin distribution folder.
5. Set a lead source for better tracking.

Once imported, the system immediately begins assigning leads based on:

• Who’s on the lead stream
• Their daily lead limit
• How many times they’re listed in the stream

Monitoring & Adjustments

• Go to Manage Recipients to:
  • See how many leads each person has received.
  • Pause users or adjust daily lead limits.
  • Watch the rotation order.

You can force a redistribution by clicking the crisscross arrows on the lead stream dashboard. This tells the system to re-check lead availability and send out leads based on the latest settings.

For example:

• If you increase a rep’s daily limit after they've hit it, the system won’t auto-assign more leads until the next cycle.
• But using the “kick it off” button triggers another immediate distribution.

Example Use Case

• Heather is added twice, while Jeff and Cassie are added once.
• When 1,000 contacts are imported:
  • Heather gets twice the number of leads.
  • If there are daily limits, they’ll cap how many leads each rep receives per day.
  • Without limits, the cycle continues until the entire list is distributed.

Final Tips

• Use saved searches to help reps efficiently work their assigned leads.
• Combine RoundRobin with recycling and disposition rules to maintain data flow.
• Be intentional with folder naming and structure to keep everything organized.

That wraps up the RoundRobin LeadStream training. It’s one of the best tools in PhoneBurner to ensure your team gets leads fairly, efficiently, and automatically. With it, you can stop splitting CSV files and start focusing on more strategic work.

Thanks again, and happy dialing!