Contents

• Overview
• Accessing Round Robin Pools
• The Pools Page
• Creating a Pool
• Managing Pool Members
• Distribution Settings
• Order-Based Distribution
• Count-Based Distribution
• Round Robin Credit
• Pool Managers
• Round Robin Metrics
• Users and Schedules
• Troubleshooting
• FAQ
• Summary

 

Overview

LeanData Round Robin Pools distribute Leads, Contacts, Accounts, Opportunities, or Cases to a group of Users or queues. Round Robin streamlines and automates the process of assigning records to reps, and is available for both LeanData Routing and BookIt.

This guide covers how to create, manage, and troubleshoot Round Robin Pools, including pool setup, member management, distribution models, fairness controls, and reporting.

Key terms:

• Pool: A group of Users or queues that receive records together under a single distribution model.
• Pool Member: An individual User or queue that belongs to a Pool.
• Pool Manager: A User who can edit Pool settings without having full LeanData admin access.
• Distribution Type: Either Order-Based (assigns by turn order) or Count-Based (assigns by lowest assignment count).

 

Accessing Round Robin Pools

Click the LeanData tab, click the Routing (or BookIt) drop-down section, click the Round Robin drop-down, and select Pools.

 

The Pools Page

The Pools page lists every Round Robin Pool in your org and gives you tools to search, filter, manage, and import or export Pools.

For each Pool you'll see:

• Pool Name: The name given to the Pool.
• Business Unit: Single Graph or the name of the Business Unit if Multigraph is enabled.
• Members: The number of members in the Pool. A C icon indicates members were added using conditions.
• 24/7: Whether the Pool distributes records at all times or respects User Schedules.
• Capping: The type of Capping applied, if any.
• Pool Manager: The name of one Pool Manager and how many additional managers there are.
• Usage: Whether the Pool is referenced in an Active or Scheduled graph.
• Modified Date: The date the Pool was last modified.
• Actions: Lets you copy the Pool or view Pool Metrics.

Searching and Filtering

Use these controls to narrow the Pool list:

• Search: Search by Pool Name, Pool Member name, or Pool Manager name.
• Usage: Filter by Draft, Live, Scheduled, or Live & Scheduled.
• Object: Filter by the Object the Pool is created for.
• Pool Type: All, API, or Standard.
• Business Unit: Single or Multigraph (when enabled).
• Display: Show only Pools that are Live in an active graph.
• Only Display Conditional Pools: Show only Pools that use Conditional Membership.

Importing and Exporting Pools

Most teams build and test Pools in a sandbox before promoting them to production. The Pools page supports both directions.

To export Pools, select the Pool(s) you want, then click Export. To select all Pools, click the checkbox next to Pool Name.

To import Pools, click Import, select the file in your File Browser, and click Open.

 

Creating a Pool

Click Create Round Robin Pool to start. You'll be prompted to configure these basic settings:

• Pool Name: A descriptive name for the Pool.
• Pool Type: Standard Routing, API (rare), or a specific Business Unit if Multi-graph is enabled.
• Business Unit: If you selected Business Unit as the Pool Type, choose the Business Unit here.
• Object Type: The object the Pool will distribute (Leads, Contacts, Accounts, Opportunities, or Cases).
• Routing Schedule: Choose whether the Pool respects Pool Members' schedules. If you check Respect User Schedule, LeanData skips Users when their turn arrives during their unavailable hours. You can select specific schedule components by checking the appropriate boxes. If unchecked, Users receive assignments regardless of their schedule.
• Pool Manager(s): Optional. See the Pool Managers section.

Choosing a Distribution Type

You'll also select a Distribution Type, which controls the underlying fairness model and shapes which features are available downstream.

• Order-Based: Members receive records in the configured order, advancing one position with each assignment. Supports Weighted Distribution and Next-Up selection.
• Count-Based: Members receive records based on their assignment count for the active period, with the lowest-count eligible member receiving the next record. Supports pool-level attributes, Calibration, and Best-Fit Assignment.

Choose Order-Based when turn order is the primary fairness expectation, or when you need Weighted Distribution.

Choose Count-Based when fairness should be measured by total volume over a period, when reps will join or leave the Pool mid-period and you want automatic Calibration, or when you plan to use attribute-based eligibility through Best-Fit Assignment.

For BookIt-specific count and Calibration behavior, see Meeting Credits and Calibrations for Count Based Pools.

 

Managing Pool Members

After saving the Pool, click the Members tab to add Users. Click Add Members to open the member editor. There are two ways to add members: Manual and Conditional. Conditional Membership works for both Order-Based and Count-Based pools.

Adding Members Manually

On the Manual tab, drag and drop Users into the Pool. Filters let you include inactive Users or Users already in another Pool.

To reorder members, hover over a member and drag the handle on the left. To remove a member, hover and click the X on the right.

Selecting Next-Up (Order-Based Pools)

The Next icon shows who will receive the next record assigned by the Pool. To change the next-up User, click Select 'Next Up' when you finish other edits.

Then choose the User to receive the next eligible record.

Conditional Pool Membership

Instead of adding members manually, you can define SOQL conditions that determine which Users belong to a Pool. For example, you might automatically add active Users with a specific sales profile rather than picking them from a list. Queues are not supported for Conditional Membership.

To use this feature, open the Conditional tab and enable Conditional Membership.

You can author the SOQL directly with Switch to Free Form, or use Edit Conditions to access the SOQL Builder, which provides dropdowns and operators. Click Apply Conditions to save your work.

To update Pool membership against the current conditions, click Sync Membership.

Users previously added by conditions are removed when they no longer match. Members added manually before enabling Conditional Membership remain regardless of conditions and are tracked as manual members.

Bulk Syncing Conditional Pools

To sync membership for multiple Pools at once, navigate to LeanData > Round Robin > Pools, select the Pools, then choose Bulk Actions > Conditional Pools > Sync Membership.

Scheduled Syncing Conditional Pools

You can also have LeanData sync Conditional Pools on a recurring schedule.

Navigate to LeanData > Round Robin > Conditional Pool Settings and choose a sync frequency.

After setting the frequency, choose who receives an Email Notification when syncs occur. You can notify Pool Managers, LeanData Admins (any User with the LeanData Custom Objects Full Access Permission Set), or both.

Then designate which Conditional Pools should sync on the schedule. Open a Pool, go to Edit Members, and check the Scheduled Sync box on the left.

To enable Scheduled Sync for multiple Pools at once, select them on the Pools page and choose Bulk Actions > Conditional Pools > Enable Scheduled Sync.

Adding Members to Multiple Pools

To add the same Users to several Pools at once, go to Round Robin > Pools, select the target Pools, and click Bulk Actions > Edit Pool Members.

Select the desired Users from the list on the left and click Add Users to Selected Pools.

 

Distribution Settings

After membership is in place, configure how the Pool distributes records.

Weighted Distribution

By default, all Pool members have an equal chance of receiving a record. Weighted Distribution lets you assign different percentages to different members.

Example: Mary is the LeanData admin at OnPoint. The team adds Ari as a summer intern, and the Sales Manager only wants Ari to receive a small portion of leads. Mary turns on Weighted Distribution and gives Ari a small percentage of the Pool's distribution.

When Weighted Distribution is on, each member has a percentage box and slider you can adjust.

LeanData distributes records according to the configured percentages, factoring in User Schedules and Capping. When weightings change, LeanData applies the new percentages going forward without rebalancing past assignments.

Capping

Under Advanced Settings, the Capping section sets caps that prevent LeanData from assigning more records to a User once a threshold is reached. There are two types of Capping: Time-Based and Conditional.

Time-Based Capping supports Hourly, Daily, and Weekly limits.

For Conditional Capping, see the Capping Guide.

 

Order-Based Distribution

Order-Based pools assign records in the configured member order, advancing one position with each assignment. This is the most direct way to enforce strict turn-by-turn fairness across a team.

Order-Based pools support:

• Weighted Distribution: Assign different shares of records to different members. See Weighted Distribution under Distribution Settings.
• Next-Up Selection: Manually choose who receives the next record. See Selecting Next-Up under Managing Pool Members.

Standard fairness controls such as Capping, Conditional Membership, Schedules, and Credits also apply to Order-Based pools.

 

Count-Based Distribution

Count-Based pools assign records based on how many each member has received in the active period. Among eligible reps, the member with the lowest Net Count receives the next record. This model fits teams that measure fairness by total volume over a period, especially when members join or leave the Pool mid-period.

Distribution Tab

Count-Based pools include a Distribution tab in Pool Details that shows:

• Count: The number of assignments a rep has received in the active period since the last reset.
• Calibration: A value that adjusts a member's count to keep distribution fair when reps join the Pool mid-period or return from an absence. To adjust Calibration, hover over a member and click the edit icon on the right.
• Credits: Adjustments for missed or erroneous assignments. Credits are added from the Members tab.
• Net Count: The result after Count, Calibration, and Credit adjustments. The lowest Net Count among eligible members determines the next assignment.

Count Reset Time

Count-Based pools reset their counts on a configured cadence. The default Count Reset Time is the 1st of the month. Adjust the cadence under the Pool's Advanced Settings, or check the box to use Global Settings (configured under Round Robin > Settings).

Auto-Calibrate for New Members

When a new member is added to a Count-Based pool mid-period, LeanData Auto-Calibrates their starting count using the median count of existing members. This prevents the new member from receiving a flood of catch-up records. You can override the Auto-Calibrated value at any time from the Distribution tab.

 

Best-Fit Assignment (Attribute Aware Eligibility)

Best-Fit Assignment is an eligibility mode on the Round Robin node that pairs Count-Based distribution with an attribute model, assigning records to the rep most qualified to handle them. Eligible reps still receive records on a fair, count-balanced cadence.

Configure Best-Fit Assignment by selecting Count-Based distribution on a Round Robin node and choosing Attribute Aware as the eligibility mode. For details on configuring user-level attributes, see the Best Fit Assignment - Configuring User Attributes article. For node-level configuration steps and edge behavior, see the Routing - Round Robin Node article.

When to Use Best-Fit Assignment

Use Best-Fit Assignment when:

• Records have characteristics that map to specific rep skills, certifications, or coverage, such as language, industry, product expertise, or named accounts.
• You want to consolidate complex branching logic in FlowBuilder that funnels records into narrowly scoped pools.
• You want fairness preserved across qualified reps rather than across the entire team.

Use standard Round Robin without attribute matching when records do not have meaningful differentiating characteristics, or when the team is homogenous and any rep can handle any record.

Eligibility Attributes vs Priority Attributes

Best-Fit Assignment uses two layers of attributes to pick the next rep for assignment:

• Eligibility Attributes: Hard filters. Only reps who meet every eligibility attribute are eligible to receive the record. If no reps qualify, the record exits the node on the No Round Robin Members Available edge.
• Priority Attributes: Ranked tiebreakers. When multiple reps satisfy the eligibility attributes and have equal counts, priority attributes break the tie in the configured order.

Count-Based distribution provides the underlying fairness model. Among eligible reps, the lowest-count member is selected, and priority attributes decide ties.

Configuration Surfaces

Best-Fit Assignment relies on three configuration surfaces working together:

1. Count-Based Pool: A Round Robin pool set to Count-Based distribution with the appropriate members.
2. User Attributes: Attributes describing each rep, such as Languages, Certifications, or Industries. Configure these under People > Settings > User Attributes. See the Best Fit Assignment - Configuring User Attributes article.
3. Round Robin Node Configuration: A Round Robin node configured for Count-Based distribution with the Attribute Aware eligibility option, where you map record fields to user attributes and define which attributes are eligibility versus priority. See the Routing - Round Robin Node article.

 

Round Robin Credit

A credit lets you compensate a Pool member for a record that should not count against their distribution, such as an internal Lead, a disqualified record, or a record with missing data. To add a credit, open the Pool, go to the Members tab, hover over the member, and click Add Credit.

Credit behavior depends on the Pool's Distribution Type.

Credits in Order-Based Pools

A credit moves the member to the front of a Round Robin Credit Queue. Members in the Credit Queue receive the next available records in the order they were credited, unless they are unavailable due to their schedule. Once a credited member receives a record, the credit is exhausted and removed from the Queue. Once all credits are exhausted, normal Pool distribution resumes.

The total number of credits applied to a Pool member appears in the Credits column.

Click Manage Credits to view the Credit Queue, reorder credits with the drag handles, remove individual credits with the trash icon, or clear all credits.

Credits in Count-Based Pools

A credit decrements the member's count by one for the active period, making them more likely to receive the next eligible record without permanently distorting fairness across periods. Credits in Count-Based pools surface in the Credits column on the Distribution tab and feed into the Net Count calculation.

To manage existing credits, click Manage Credits to reorder or remove them.

 

Pool Managers

A Pool Manager is a User who can edit Pool settings without having full LeanData admin access. Pool Managers can manage the Pools they are assigned to, including members, schedules, and ordering, but cannot edit FlowBuilder or other LeanData features without separate permissions.

When a LeanData Admin assigns a User as a Pool Manager, the User receives the LeanData Dashboard Access Permission Set. This grants Round Robin Pool functionality plus read-only access to Tagging Preview and Audit Logs for troubleshooting.

Pool Managers see only the Pools they are assigned to manage. If a Pool Manager is removed, their access to that Pool is revoked.

Adding Pool Managers to Multiple Pools

To assign Pool Managers to several Pools at once, go to Round Robin > Pools, select the desired Pools, then choose Bulk Actions > Edit Manager.

Select the Users you want to assign and click Add Managers to Selected Pools.

 

Round Robin Metrics

LeanData provides a built-in dashboard for measuring Round Robin distribution across graph deployments.

From the Pools page, hover over a Pool and select View Pool Metrics from the Actions menu.

The metrics page shows Distribution Metrics and a Logs Report for the Pool and its members.

Distribution Metrics Per User

For more detail on Round Robin Routing metrics, see the Round Robin Distribution Data Visualization Guide.

 

Users and Schedules

The Users page under People lists all Users that belong to a Round Robin Pool and which Pools they are in. Click a User's name to see their Pools, or click a Pool name to jump to that Pool's settings.

Bulk Actions on this page apply to selected Users:

• Set Schedules.
• Pause Round Robins.
• Remove from All Pools.

Schedules

The Schedules page is under People > Settings > Schedules. It shows working hours, holidays, and vacations for the members of your Round Robin pools, and lets you create new ones.

For full details, see the Schedules & People Guide.

 

Troubleshooting

Round Robin History Logging

Round Robin History Logging retains a record of who changed Pool settings, including membership, ordering, and schedules, and when those changes occurred.

Navigate to Admin > Settings > Reporting and, under Audit Logs & Round Robin History, toggle Round Robin History to On.

Your Retention duration determines how long Round Robin History Logs are kept. Changing it also affects the retention period for Audit Logs and Meeting Logs.

To view a Pool's change log:

1. Navigate to LeanData > Round Robin > Pools.
2. Select the Pool you want to review.
3. Click the Change Log tab.

On the Change Log tab you can:

• See every update made to the Pool, when it was made, and who made the change.
• Filter the Change Log to focus on specific changes.
• Click Download to export the currently filtered results as a CSV.

 

FAQ

Can a User be a member of multiple Round Robin Pools?

Yes. A User can belong to any number of Pools at the same time. Use the Users page under People to see every Pool a User belongs to, or use Bulk Actions on the Round Robin Pools page to add Users to several Pools at once.

What's the difference between Order-Based and Count-Based pools?

Order-Based pools assign records in turn order, advancing through Pool members one at a time. Count-Based pools assign based on how many records each member has received in the active period, with the lowest-count eligible member receiving the next record. Count-Based pools also support pool-level attributes and serve as the foundation for Best-Fit Assignment.

Why isn't a User receiving records from a Pool they belong to?

Common causes include:

• The User is paused, either manually or for a set interval.
• The User is outside their Working Hours, or is on a Holiday or Vacation, and the Pool is set to respect schedules.
• The User has reached a Time-Based or Conditional Cap.
• The User's weighting is set very low or to zero.
• In a Count-Based pool, the User's Net Count is higher than other eligible members.

Review the Pool's Audit Logs and the User's schedule to confirm which condition applies.

Can I combine Conditional Membership with Weighted Distribution?

No. Conditional Pool Membership and Weighted Distribution cannot be enabled on the same Pool. Pick the option that fits the Pool's purpose, dynamic membership rules or manual weighted allocation.

How do credits behave differently in Order-Based and Count-Based pools?

In an Order-Based pool, a credit moves a Pool member to the front of the next-up queue so they receive the next record without affecting their normal turn afterward. In a Count-Based pool, a credit decrements the member's count by one for the active period, making them more likely to receive the next eligible record without permanently distorting fairness across periods.

What happens to the queue when a User is paused or outside their schedule?

LeanData skips that User and assigns the record to the next eligible member. Pausing only affects Round Robin assignments and does not stop records coming from other sources such as Assign Owner or Territory Routing. If the User was paused for a set interval, they automatically resume when the interval ends.

Do Pool Managers need to be LeanData admins?

No. Pool Managers receive a dedicated permission set that grants access only to the Pools they are assigned to manage, along with read-only access to Tagging Preview and Audit Logs for troubleshooting. They do not have access to FlowBuilder or other LeanData admin features.

Why were no reps eligible for assignment in Best-Fit Assignment?

Records exit on the No Round Robin Members Available edge when no Pool member satisfies every eligibility attribute. Common causes:

• An eligibility attribute on the node does not match any rep's User Attribute values.
• All otherwise-eligible reps are outside their Working Hours, paused, or capped.
• Pool-level attributes scoped the Pool out of consideration for this record.

Use the Routing Preview Guide and Audit Logs to see which criteria filtered out reps, then adjust attribute mappings or eligibility settings.

 

Summary

Round Robin Pools give LeanData admins flexible, fair record distribution across reps and queues. Order-Based pools deliver turn-by-turn assignment with optional Weighted Distribution and Next-Up selection, and Count-Based pools provide volume-balanced fairness with Calibration and the option to enable Best-Fit Assignment for attribute-aware routing. Conditional Membership, Capping, Schedules, Pause and Resume, Credits, Pool Managers, and the Round Robin History audit trail give you the controls needed to manage Pools at scale.

 

For questions or additional assistance, please contact LeanData Support.