Lead Automation Rules

Introduction

Every lead that arrives through an integration (your website, Wix, Google Forms, a property portal, a webhook) has to land with someone. Lead Automation Rules decide who, based on where the lead came from or what it said. Rules run in order and only the first matching rule applies; a lead that matches no rule goes to the person set on the connection it came from, which is the built-in last rule.

Rules live under Marketing › Automations › Lead Automation Rules. Marketing users, admins and executives can manage them.

Creating a rule

1. Go to Marketing › Automations › Lead automation rules and click Add new rule. A sentence at the top of the editor reads the rule back as you fill it in.
2. Under Which leads choose what the rule applies to: All new leads; Leads for a project; Leads from a platform (for example every Wix site, narrowed to One connection or One or more campaigns if you like); Leads of one kind (Meta lead ads, Google, websites & forms, property portals); or Leads where a field matches a value. Several conditions can be combined.
3. Under Who gets them choose A team, People I pick or Nobody yet, the team picks them up (unassigned). For a team or people, choose how they share leads: In turn, one each, In turn, with counts or All to one person.
4. Switch on Assign leads for the people involved (for a team, tick Include the head to put the head in the rotation). With In turn, with counts set Leads / round for each person.
5. Under Then, change No WhatsApp sequence to Start sequence: <name> if every lead the rule assigns should get a follow-up sequence (see Follow-up sequences), and give the rule a name if you like.
6. Click Create rule. The rule is added to the bottom of the list; its ⋮ menu has Move up, Move down and Delete rule, and clicking the line opens its details with Edit rule.

Automatic assignment and round robin

With All to one person, every matching lead goes to them. With In turn, one each, leads rotate through the people switched on, in the order shown. In turn, with counts weights the rotation: a person set to 2 leads per round receives two leads before the next person receives one, which is how you give a senior rep a larger share or a part-timer a smaller one. The list shows who receives the next lead.

Only the assigned person is alerted. People who are deactivated are skipped automatically; if nobody on the rule is active, the lead falls back to the connection’s person.

Leave unassigned

The lead is marked unassigned and appears under Clients with the Unassigned filter, where admins, All clients users and anyone with See unassigned leads ticked on their access settings can see it and take it. The people ticked on the rule are alerted; whoever transfers it to themselves first owns it. Until someone does, the lead sits with the person set on the connection so it is never invisible.

Matching on a field

Field rules compare one value the lead carried. The field can be one of the standard ones (city, project, budget, purpose, message, campaign, source, email) or any form field an integration sent, such as "Preferred floor" or "Unit type"; the list offers every field name seen on your leads so far. Comparisons are is, is not, contains, starts with and ends with, and ignore letter case.

• When city is Noida → assign to the Noida team in round robin.
• When project contains Greens → assign to the Greens project lead.
• When message contains NRI → leave unassigned and alert the NRI desk.

Order and the default rule

Rules are numbered. A lead is checked against #1, then #2, and so on; the first match wins and nothing after it runs. The last row, "For all other leads", is fixed: it assigns to the person set on each connection. Change that person on the connection itself under Marketing › Integrations.

Each rule shows how many leads it has matched and when it last fired (“12 leads · last 2 hours ago”), so you can see which rules are doing the work.

What a rule changes and what it does not

• Rules apply to leads created by integrations, lead forms and imports. Leads added by hand or at the front desk keep their own assignment.
• A phone number that already has an open enquiry is not a new lead: the message becomes a remark on the existing enquiry and the owner stays the same.
• Editing a rule restarts its round robin from the first ticked person. Deleting a rule never changes leads it already assigned.