You’re generating leads somewhere and you need a fast, efficient way to send new leads to the people you work with. This could be colleagues, clients, or even external parties you’ve partnered with for a new campaign.
Ideally, you’d have a way to share those leads instantly and automatically. But depending on who you’re sending your leads to, and what you want to achieve together, you may want to handle this process differently.
There are two ways to do this in Privyr – Automatic Lead Distribution or Automatic Lead Assignment. We’ll walk you through both so you know which method works best for your use case.
By the end, you’ll learn incredibly easy ways to share your new leads from any source with anyone!
Whenever you need to collaborate with other people on new leads or campaigns, you’ll have a reliable system to get things done. 💪
TL;DR Version
Use Automatic Lead Distribution if you simply want to forward your new leads to a list of recipients. You only need to share a copy of a new lead to keep them in the loop, or to let them handle the sales process independently. You don’t need any insights into how they interact with those leads, because your job ends at sending them the lead details.
If you want to coordinate and collaborate better with your sales team, use Automatic Lead Assignment instead. This is available through Privyr for Teams. It generally gives you greater control and visibility over your salespeople’s activities with their leads on their own Privyr accounts. Each lead can only be assigned to (or claimed by) one salesperson at a time, but can always be reassigned to someone else later. With Lead Assignment, you’re putting people in charge of closing different leads, and you have immediate information on the progress being made through your Team dashboard.
Both Lead Distribution and Lead Assignments let you create advanced rules to send leads to different recipients based on criteria like lead source and interest groups.
🔔 What is Lead Distribution?
Lead Distribution in Privyr lets you automatically forward new leads from any of your sources to a list of recipients.
So when a new lead comes in, you’ll receive a copy of the lead (optional) in your Privyr account – and so do your recipients in theirs. However, you won’t be able to see any status updates or activities that the other person might pursue with the lead you shared.
When to use Automatic Lead Distribution
Lead Distribution is useful when you want to share leads with people who need to be informed, or people who will handle the subsequent sales activities on their own.
In other words, your job is just to send them new leads, and you’re not really involved in monitoring or coordinating what they do with those prospects. This could be your colleagues, clients, or external partners.
Some common use cases we recommend Lead Distribution for:
- You’re a marketer or agency handling the lead generation efforts for different clients. You want to instantly send new leads from your campaigns to your client’s Privyr account, so they can take action.
- You’re running consolidated lead generation campaigns in collaboration with other salespeople. You’ve pooled your budget together and want to split leads evenly (or unevenly) amongst yourselves. Each person receives and handles their own leads. You don’t necessarily work together on the follow-up activities.
- You just need to send a copy of all leads (or certain leads) to the marketing team, your assistant, or someone else – just for their reference.
💡 Pro-Tip for Marketing Agencies: Even if you’re not involved in your client’s sales process right now, you could if you want to with our Agency Dashboard. This lets you monitor and manage multiple Privyr accounts belonging to different clients from one place. You’ll be able to see how fast your clients reach out to the leads you’ve generated, what the status of each lead is, and more details about their sales process that helps you give actionable advice to your clients.
Want a more effective way to coordinate and convert more leads as a team? Want to do more than just forwarding lead details and not knowing what happens next? Try Lead Assignment instead.
Can I create rules for Lead Distribution?
Yes! You can create multiple, advanced rules for Lead Distribution to have better control over how your leads get forwarded.
If you have more than one recipient, you can choose whether you want to:
- Always send a copy of the lead to everyone via Broadcast mode – good for keeping multiple people informed.
- Forward new leads to one person at a time via Round-Robin mode, so nobody receives the same copy.
In both cases, you can configure the rule so that matching leads don’t get saved to your Privyr account. This is helpful if you’re also a part of the round-robin and only want to see your allocated leads, or if you just want to send leads to others without cluttering your own account.
You can also create advanced rules so that you only forward new leads that meet some criteria (e.g. location, lead source) to specific recipients.
For more details, check out our help guide on Automatic Lead Distribution.
👥 What is Lead Assignment?
Automatic Lead Assignment in Privyr helps you coordinate and collaborate on leads with your team. You’ll have greater control and visibility over what each person does with their assigned leads and what they can access.
This is a special feature that’s part of Privyr for Teams, where each person has their own Privyr account that’s connected to the same Team. Using the Team Dashboard, you can set up automatic lead assignment, track progress across your team and by team member, and centrally share access to sales content and follow-up scripts.
Unlike in Lead Distribution, you’re NOT just forwarding copies of new leads to your recipients. You’re assigning them to take action, and you’ll move together in the most effective way possible to nurture and convert every new lead.
Only one person can be assigned to a lead at a time. You (and other team managers) can monitor the lead status, response times, and sales activities logged by the assigned person.
When to use Automatic Lead Assignment
Automatic Lead Assignment is useful when you want to coordinate on leads AND sales activities in a Team setting.
You’re likely the manager or the head of a coordinated sales team within a company. You want to make sure new leads enter your team’s pipelines quickly, and assign them to the right salesperson – all while keeping yourself informed about the progress being made.
You’re generating different types of leads for your team through various channels, ads, or products. So you want to assign the right salesperson to follow up based on their areas of expertise or responsibilities.
You may also want to give other team members different levels of access to leads and other shared resources, based on their team roles.
Can I create rules for Lead Assignment?
Yes, you absolutely can! You can assign leads to your team using different setups like:
- 🔄 Round-Robin: Everyone takes turns receiving a new lead in each round. Best for ensuring lead assignments are handed out equally (or unequally, if you want some high-performing team members to receive more leads than others).
- ⚡ Fastest Fingers First: New leads are unassigned by default. Everyone who has access gets an instant alert when a new lead is captured. Any team member who is readily available to claim it gets assigned. Best for ensuring your team reaches out to new prospects immediately.
- Manual Assignment: Leads are first sent to a manager, or a specific team member, who will assess, contact, and qualify them. Then, they will reassign to the appropriate salesperson based on the situation.
You can also set up advanced rules to assign specific people based on the lead generation channels they cover, or the characteristics of new prospects.
Some setup examples:
- You can assign different salespeople based on which sources the leads came from. For example, new leads from your website contact forms will only go to team member A, whereas those coming from Facebook will be assigned to team members B and C in a round-robin manner.
- You can also go even more granular by specifying the Facebook Lead Ad Campaign or Form they come from. In real estate, they use this to share new leads with their agents based on different projects they handle. Leads who are interested in the ACME Residences Project only goes to team members who are a part of this project.
- Give assignments based on the characteristics of a lead, such as their location, preferences, budget, etc. When a prospect fills out your lead form, you can automatically check if they entered specific information in a field, and send them to the right person on your team.
As the Team Manager, you can also reassign leads whenever necessary. The newly assigned team member can see the full history of interactions with that lead, giving them all the info they need to take over seamlessly.
Need a more detailed tutorial? Check out our help guide on Automatic Lead Assignment for Teams.
Comparison Table
| Lead Distribution | Lead Assignment | |
| Create multiple, advanced rules for different lead sources or criteria | ✅ | ✅ |
| How new leads are shared | Multiple copies of a lead can exist. Sent to recipients who may be part of another team. | Only one copy of a lead exists. Only one team member is assigned to a lead at a time. |
| Recipient is part of your Privyr Team | ❌ | ✅ |
| View outreach activities of your lead recipients | ❌ | ✅ |
| Track how your leads are being nurtured by recipients | ❌ However, possible with Agency Dashboard – Learn more here | ✅ |
| Reassign leads if needed | ❌ | ✅ |
| Recipients can claim unassigned leads | ❌ | ✅ |
| Recipients have access to shared resources (e.g. scripts, sales content) | ❌ | ✅ |
| Set different permissions for people with specific roles in your team | ❌ | ✅ |
| Recommended for | – Marketers or agencies generating leads for their clients. – Anyone who just wants to forward information of new leads to others as an update, and they do not work together on the sales process. | Team settings where multiple people work together on coordinating their leads, sales process, and shared resources. |
Start distributing or assigning leads in Privyr today
If you only want to distribute leads to other people, you can start creating distribution rules by going to your Privyr Account → Integrations → Set Up Lead Distribution.
If you want to explore Automatic Lead Assignment and other Team features, create your team on Privyr today!
As the Team Manager, you can do more than just assign leads without any manual typing or sending. You’ll also have immediate insights into your team’s performance and sales activities with the leads they’re assigned.
And with their own Privyr accounts, your salespeople can focus more on the work that matters – having high-quality conversations with prospects.
Sales teams on Privyr do more and sell more! Try it today.
