Create an assignment rule

Open the form

Press New Rule in the top row of the Assignment screen. On an empty workspace, press New rule on the panel in the middle of the table instead.

The window that opens is titled New assignment rule. When you come back to change a rule later it is titled Edit assignment rule — the pencil on the row, Edit in the kebab on a phone, or Edit rule at the bottom of the sheet that opens when you tap a card. There is no read-only view of a rule; Edit is the only way in, and nothing is saved until you press the button at the end.

One continuous form. The rail on the left says where you are and what each stage currently holds.

It is one long scroll, not a set of tabs. The three stages are

On a computer the rail on the left carries a live summary of each stage, a tick when it is complete or an amber circle when it is not, and a count underneath — 2 of 3 complete. Clicking a row on the rail jumps the scroll to that stage. On a phone the rail is a row of three chips: Settings, Members and Reassign.

Pick the lead source

Open the dropdown at the top. If your role can add lead sources the placeholder reads Select or add a lead source… and you can type a name that does not exist yet to create it — a toast confirms Lead source “Facebook Ads” ready. If it reads Select a lead source… you can only choose from the list.

A rule can never be pointed at a different source afterwards. When you edit an existing rule this field is a locked row with a padlock and the sentence A rule is bound to its lead source and can’t be re-pointed. To route a different source, create a new rule for it. Choose carefully now; the only undo is a new rule.

Choose which leads the rule takes

Under When it runs, the Trigger dropdown has three options:

• When lead fields match — filter on the value of dropdown fields.
• When lead date matches — filter on when the lead arrived or was last worked.
• When fields AND date match — both at once.

A Field filter appears for the first and third. It is a stack of blocks, one per field, with the word and printed between them: every block has to match, and within a block any one of the values you pick is enough.

• The Status block is always first and cannot be removed. It shows as a locked token with the caption always part of the criteria.
• Status leads with an Any pill, then the statuses themselves. Any is lit while you have picked nothing, and it means “do not filter on status at all”. Picking a status clears it.
• Add field adds another field block — up to three fields on top of Status. The button stops being offered once every dropdown field is in use, and is greyed out at the limit.
• Other fields have no Any pill. Leaving one empty is not “any value”, it is unfinished: Pick one appears beside its pills and the save is refused. To stop filtering on a field, delete its block with the trash button.
• If your database has no dropdown fields at all, the area reads No dropdown fields configured., and a field with no options of its own reads This field has no options.

Status is always in the condition. Any means do not filter on status — it is not the same as an empty block below.

A Date filter appears for the second and third options. Pick the date to compare — Added date or Last actioned date — then the comparison:

• is older than asks for an age and a unit: Minutes, Hours or Days.
• is before or is after ask for a calendar date.

A rule that constrains nothing is perfectly legal: it reads all leads in the table and takes everything that arrives on its source.

Decide how leads are handed out

Assignment timing — two tiles:

Assignment method — two more:

A new rule starts on Batch, 30 Minutes, Shotgun. Change what you need and leave the rest.

Choosing Round robin reveals one more switch, Auto-acceptance: Skip the accept/decline prompt and assign each lead to the next member automatically. Turn it on and nobody is asked to accept — the lead simply lands with the next person in the rotation.

Timing on one side, method on the other. Auto-acceptance only appears with Round robin.

Leave Advanced configuration alone unless you need it

The last group on this stage, Advanced configuration, is closed by default — Fine-tune how this rule treats manual and settled assignments. It opens itself if either switch inside is already on.

Add the people who receive

Scroll on to Members. The heading counts as you go — Team members (3) — and the line under it is the whole capacity story: Everyone here receives leads from this source, with no daily cap. There is no per-person limit and no ranking; everyone on the rule is in the rotation.

Press Add members. A window titled Add team members lists the workspace with a Search members… box; tick the people you want. Anyone already on the rule is ticked, locked, and marked Already added. The button at the bottom counts only the new ones — Add (2 new). If the search finds nobody you get No members found / Try a different name or email.

Each row on the rule then shows a gear (Working hours) and a trash (Remove) on the right. Working hours are the one thing here that saves on its own, immediately — they belong to the person, not to this rule, so they stay set even if you cancel out of the form. See Choose who receives leads.

• A red Paused pill on a row means that member is not being sent leads from this source. You cannot change it here — pausing lives on the Members view, in Choose who receives leads.
• A row reading Removed member and a number, with No longer in this workspace — remove them from this rule. underneath, is somebody who has left. Nothing cleans those up for you; press the trash.
• With nobody on the rule you get No members assigned yet and an Add your first member button. The rule cannot be saved in that state.

Choose what the assignee sees

The second group on this stage is What the assignee sees: Pick which lead fields the assignee can see when the lead is offered to them. Required fields are always shown. Tick the fields you are happy to show. Required fields are already ticked, cannot be unticked, and are marked (required). If your database has nothing shareable the area reads No shareable fields configured.

Under the grid, Show lead details before accept — When on, the assignee can see the visible fields above before deciding to accept. With it off, the person being offered the lead sees only New lead and the line Details hidden by assignment settings until they accept.

Who receives, and how much of the lead they can see before they answer.

Save the rule

The bottom of the window tells you whether you can. On the left, amber Still needed: Settings, Members naming what is unfinished, or green Ready to save. On the right, Cancel and Create assignment — or Save changes when you are editing.

It is one save. The settings, the members and the reassignment go in a single request, so a failure never leaves you with half a rule. A toast confirms Assignment created or Assignment updated. If you changed nothing on an edit you get No changes to save. and the window closes.

If something is missing, the save stops, a red toast names the problem, and the form scrolls to the control at fault and focuses it. The messages are in the table at the end of this page.

Reassignment is optional, and a new rule starts with none. If you want leads that nobody answers to move on, do that stage too — Reassign leads nobody answers.