FreedomSoft’s Grow and Scale plans include Round Robin distribution inside the phone system and via statuses inside of Workflows. This article shows how to set up both.
This built-in feature automatically distributes inbound, phone-based leads evenly among team members—or based on weights you assign.
Round Robin Distribution using the Phone System
Even: Team Member 1 gets 1 lead → Team Member 2 gets 1 lead → Team Member 3 gets 1 lead → cycle repeats.
Weighted: Team Member 1 gets 3 leads → Team Member 2 gets 2 leads → Team Member 3 gets 1 lead → cycle repeats.
Steps to Set Up Round Robin:
1. Hover over your name in the top-right corner of any screen and click Settings.
2. Click Call Automation in the left pane, then click the blue Add Call Automation button.
3. Enter a name for your automation setting, then click Add New Step.
4. Select the Round Robin option.
5. Configure the Round Robin step:
Select the FreedomSoft number in the left column.
Assign weights in the right column (the number = how many inbound leads that user/number receives before cycling).
Example: 513 number gets 1 lead, 720 number gets 2 leads, 901 number gets 1 lead, then the cycle repeats.
6. Click the blue Create Call Automation button to save.
7. Link the Round Robin sequence to your main marketing number where inbound leads arrive:
Direct mail example: link to the number printed on your mail pieces.
Web leads example: link to the number on your website.
8. Also set up Live Answer for each team member/number included in the Round Robin.
Round Robin Distribution using Statuses in Workflows
How the rotation works:
- Each workspace takes as many new leads in a row as its weight.
- Then the next workspace in the list takes over.
- After the last workspace has had its turn, the rotation starts again from the top.
Note - "Order" is the order the workspaces appear in the action, top to bottom. Weight is a whole number , 1 or more, and defaults to 1. A weight of 3 means three leads in a row go to that workspace.
To split leads evenly, give every workspace a weight of 1.
There is no limit on how many workspaces one Round Robin can hold.
Example: East Team has a weight of 2 and West Team a weight of 1. Six new leads go East,
East, West, East, East, West, so East Team receives two of every three leads.
Adding a Round Robin action
- Go to Settings --> Workflow Automation and click Edit on the workflow.
- In the status set where leads should be shared out, click the blue + icon (Add New Action).
- Choose Round Robin.
- In the first row , pick a workspace from the Workspace menu and set its weight.
- Click Add Workspace for each additional workspace, and set each one's workspace and weight.
- Drag rows by their handle (the three dots at the top right of a row) to put them in the order you want.
- Click Add Action.
The action then appears in the status set as Round Robin, with a summary such as "Round
Robin - 3 Workspaces". At least 1 Workspace must be set up in order to save.
Editing a Round Robin
- Click the pencil on the action to open it with its workspaces filled in.
- From there you can change a weight or a workspace, add one with Add Workspace, drag rows into a new order, or remove one with the × on its row.
- Click Update Action to save.
The last remaining workspace cannot be removed; its × is hidden. To stop using Round Robin, delete the whole action instead.
Any change to the workspaces restarts the rotation from the top of the list. That includes changing a weight, adding, removing or swapping a workspace, and reordering.
Saving with nothing changed does not restart it.
Leads that were already distributed stay where they are. Only new leads follow the updated list.
To learn more about all of the action items that can be associated with a Status in FreedomSoft, CLICK HERE.
Please contact support@freedomsoft.com if you have any further questions about setting up Round Robin for your team.