Route, assign, and schedule meetings with inbound leads based on territory

Of course, you’d want to route that demo request to the right sales rep.

But when you have a sales team that’s distributed across the globe or owns different regions, how do you ensure meetings are routed to the right sales rep?

Read on to see how you can implement a geo-based routing today.
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Here’s an example scenario

You have two sales teams: One team handles all prospects from the NAMER EST region. And the other takes care of all prospects from Europe.

Let’s look at how you can set this up in RevenueHero.

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Step 1: Create teams for each region

We’ll start with the basics.

Let’s create a team for each region and add all sales reps to their respective teams. This makes it effortless for us in the future when we want to create multiple rules for our routing logic.

To do this:

Navigate to “Settings” -> “Teams”. And click on “Create Team”
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Give your team a name and select the time zone this team will be active. For example, if your NAMER team is mostly active during EST, select EST from the drop down, and click “Next”.
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Create team for routing and scheduling meetings based on territory — ‍

Add members to this team by selecting the check box, and click “Next”.

Set the hours this team will be available to take meetings, and click on “Create Team”.

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Teams for routing and scheduling meetings based on territory

Don’t forget to create a team for every region your team owns.

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Step 2: Set up distribution rules

Distribution rules in RevenueHero is where all the routing magic happens.

Let’s create our first distribution rule to route all meetings from the NAMER region to our NAMER team.

To do this:

Click “Inbound” → “Distribution Rules”, and click “Create New Rule”.

Click on “Assign to Single Member” to route the meetings to one of your reps.

Under “Which team’s members should get the meetings?” drop down, select the NAMER team you created in the previous step.

We’ll click on “Add all team members” since we want to round robin the meetings between all members in the NAMER team, and click “Continue”.

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Distribution rule for routing and scheduling meetings based on territory — ‍

Now, we’ll set up conditions using RevenueHero’s native enrichment so that meetings are routed to this team only when prospects are from the NAMER region. To do this, click on “Add a Condition" .

Under the “Enrichment” column, select “Continental Region”, select “Northern America”, and click “Add”.

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Qualification and routing rule for routing and scheduling meetings based on territory — ‍

Click “Continue”. In the next step, name your router, and hit Save.

This ensures meetings get routed to the NAMER team only when a prospect from the Northern America region requests a demo.

Don't Forget: If you have a sales team for the Europe region, create another distribution rule to check if the continental region is Europe.

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Step 3: Bring it all together with an Inbound Router

The router is what brings all the magic together. It’s where all the rules and conditions you set up come together and are executed neatly one after the other.

Let’s create a router and add the distribution rule you just created, shall we?

Head to "Inbound” → “Routers” → click “Create New Router”, and click “Start”.

Now, we’ll need to tell RevenueHero, which form in your website we need to be listening to before we run our qualification and routing rules. I’ve already got a form mapped in my account, so I’ll just select that and hit “Next”.

Next, it’s time to select the matching rules. Now, this playbook isn’t about matching rules and we’ll cover this in detail later. But here’s the quick just.

Having matching rules enabled ensures meetings are routed to the contact owner/account owner/lead owner instead of getting added to the round robin. We highly recommend setting up matching rules if you have a named account list that your sales team goes after. This ensures when the prospect requests a demo from your website, they get routed to the rep who owns the account and is rewarded for all their hard work in prospecting.

We’ll add them to our router, and click “Next”.
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add matching rules for outing and scheduling meetings based on territory — ‍

Now, we’ll add the distribution rule we created in our previous step. This way, any demo request that comes in from the NAMER region will get routed to the NAMER sales team.

Add distribution rule for routing and scheduling meetings based on territory

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Now that we’ve got the distribution rules set up, let’s add a redistribution rule. Of course, you have the option to disable it. But if you'd like to re-route to your SDR team when prospects request a demo but don't book a meeting, you can do that by creating and adding a redistribution rule.

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Redistribution rule for routing and scheduling meetings based on territory — ‍

In the last step, we’ll name your router, define the meeting type (which tells us how long each meeting should be and buffer times), set the prospect’s experience after a meeting is booked, and choose if we’d like to automatically disqualify prospects if the email address uses a free provider.

You send prospects to different URLs based on whether they booked the meeting, did not book the meeting, or if they got disqualified. This is particularly helpful to ensure disqualified folks don’t get counted as a conversion in your analytics and by your ad platforms. You can read more about how to set it up over here.
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final step for routing and scheduling meetings based on territory

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Click "Create Router".

And that’s it!

It’s that simple.

We even did a video and we set this up in less than 3 minutes. Awesome, right? Check it out yourself. 👇
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