Did You Know? – Round Robin Phone System

How do you keep inbound sales leads happy? Easy—you always pick up the phone.

How do you keep your sales team happy? You give every rep the same opportunities.

And how do you do both?

Simple—with a round robin phone system.

Round robin dialing lets you send inbound leads evenly to all your reps. It also reduces unanswered calls so you’re not sending potential customers over to the competition.

Here’s how it works and how to set it up in WhatConverts.

What You Can Do With Round Robin Dialing

Let’s say your sales team is made up of three reps:

1. Amanda
2. Bart
3. Cade

Like most sales teams, your reps work on commission. So it’s important that incoming calls are distributed among the three equally (no favorites allowed).

You could set up a multi-ring system, which dials all three numbers at the same time—whoever picks up first gets the call. But that may still give unfair advantage to one rep over another (faster hands, different lunch hours, etc.).

Instead, you set up a round robin phone system.

With this system, calls cycle through each rep and start with the next rep on the next call.

So instead of looking like this:

• Multi-Ring
  • Call 1: Amanda + Bart + Cade (at the same time)
  • Call 2: Amanda + Bart + Cade (at the same time)
  • Call 3: Amanda + Bart + Cade (at the same time)

The system looks like this:

• Round Robin
  • Call 1: Amanda → Bart → Cade
  • Call 2: Bart → Cade → Amanda
  • Call 3: Cade → Amanda → Bart

Everyone gets a fair chance, reps aren’t scrambling to beat out other reps, and your sales team has everything they need to beat their quota.

Setting Up Round Robin Phone System

Setup is easy for round robin dialing.

1. Be sure you’re on the right plan. Call Flows (and round robin dialing) are only available on Pro plans or higher. Use this guide to upgrade your plan if you do not have at least a Pro plan.
2. Use the top navigation to get to the Call Flow menu (Tracking → Calls → Call Flows).
   
3. Find the Dial Step you’d like to attach your round robin dialing system to and click Edit Step.
   
4. Scroll down and select the Round Robin option. Then add the numbers you’d like to be included in the cycle.
   
5. Make any additional adjustments to the Dial Step below. For example, you can choose how many loops between callers to make before moving on to the next step. You can also choose how many seconds to wait before transferring the call to the next recipient.
   
6. Click Save Changes.

That’s it!

For more on round robin dialing, check out the guide below.

• Help Center: How to Set Up Round Robin Dialing

Need Help?

Our support team is happy to help you set up your round robin phone system or assist with any other questions you have!

Get in touch today and we'll walk you through it.