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Setup Guide

How to set up and start using Distributely

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Account Set Up

  • Click here to create your account.
  • Choose an email address that is associated with the HubSpot account you plan to connect to Distributely
  • A 6 digit code will be sent to your email to authenticate your account
  • Use this code to authenticate your account
  • Once your account is authenticated you will be directed back to the login page where you can use the credentials you created to login to Distributely

 

Connect Distributely to HubSpot

  • Click on Accounts in the left-hand navigation
  • Click Connect/Change HubSpot Account
  • Choose the HubSpot account you wish to connect to Distributely and authenticate using OAuth
  • In order to connect Distributely to HubSpot you must have super admin access or the following permissions
    • App Marketplace access
    • Read and write Contacts
    • Read and write Companies
    • Read and write Deals
    • Read and write Tickets
    • Edit property settings

 

Team Types

There are four different team types in HubSpot — Contact Teams, Company Teams, Deal Teams and Ticket Teams — each of which allows you to route the corresponding object to that team. 

  • Team Types can be found by clicking on Teams in the left-hand navigation
  • Contact teams are able to assign an owner to a contact in HubSpot
  • Company teams are able to assign an owner to a company in HubSpot
  • Deal teams are able to assign an owner to a deal in HubSpot
  • Ticket teams are able to assign an owner to a ticket in HubSpot

 

Team Listing

Team Listing allows you to see all of the teams you have configured in Distributely, control team prioritization, and navigate to individual teams by type to view and edit rules and routing. There are Team Listings for each Team Type in Distributely.

  • Team Listings can be found by selecting a given team type from the Team Type page in Distributely
  • Team Prioritization for a given Team Type is controlled through drag and drop on the corresponding Team Listing page
    • Team prioritization allows you to select the order that your teams and their respective rules will be evaluated
    • Drag and drop active teams into the desired priority by ordering them from left to right and down the page under the list of Active Teams
    • When an object meets the conditions under a given team’s rules, they will be distributed to a member of that team based on the team’s routing type
  • Click on the View/Edit button on a team card to navigate to the Team Detail page where you can view or edit the Team Rules and Routing Rules of a particular team

 

Create a Team

Create a team to manage when and how different objects should be assigned to users in HubSpot.

  • From a given Team Listing page click Add Custom Team at the top right of the screen
  • Give your custom team a name
  • Click on the names of the team members you would like to add to the team
    • Use command or control to select multiple team members at once
    • The list of available team members is pulled from the HubSpot account connected to Distributely. To add a team member to Distributely, you will need to add them as a user in HubSpot
  • Click ADD SELECTED TEAM MEMBERS to include someone in a team
  • Click ’SAVE TEAM’ when you are done adding team members
  • Any newly created team will be added to your list of inactive teams. View the section labeled Activating and Deactivating a Team below to learn how to activate a team.

 

Team Rules

Team Rules allow you to establish the set of conditions or criteria that determine when a given object should be routed to a particular team. They essentially act as a trigger that will fire when the set of conditions is met. To add a rule, do the following:
  • From the Team Detail page, click Add Rule
  • Name your rule
  • Under "ADD CONDITION"
    • Select a property that you would like to use to trigger your team
      • Properties will be pulled directly from the HubSpot account that Distributely is connected to
      • You will only be able to select properties corresponding to your Team Type. For example, if you are creating a rule for a Contact Team, then you will only be able to build a rule based on contact properties. If you are creating a Deal Team, then you will only be able to build a rule based on deal properties.
    • Select the appropriate operator
    • Select the appropriate property value
    • Click the ADD RULE CONDITION button
    • When you have completed these steps, you should see the most recent rule added to the list of CURRENT CONDITIONS. If you’re setting up your Team Rules for the first time Current Conditions will be empty until you add your first rule

 

Routing Rules

Routing rules allow you to control how objects are assigned to members of a given team through Round Robin, Weighted Round Robin or Capacity-Based Weighted Round Robin (NOTE objects will NOT be assigned to team members if the checkbox next to their name under the ‘Active’ column is not selected).
  • Round Robin - distributes objects across active team members equally
    • From the Team Detail page, in the ROUTING RULES card select "Round Robin" under the Rotation Type drown select
    • Click the checkbox under the ‘Active’ column next to the team members that should be assigned ownership of objects within the team

  • Weighted Round Robin - distributes objects across active team members based on their corresponding weight
    • From the Team Detail page, in the ‘ROUTING RULES’ card select ‘Weighted Round Robin’ under the ‘Rotation Type’ drown select
    • Click the checkbox under the ‘Active’ column next to the team members that should be assigned ownership of objects within the team.
    • Click and slide the weighting toggle to the desired value.
      • The ‘Weight’ value corresponds to the percentage of objects that a given ‘Active’ team member will receive. For example, if there are 3 Active team members with weight values of 10, 30 and 60, then the first person will be assigned ownership of 10% of the objects distributed to the team, the second person will be assigned 30% and the third person will be assigned 60%.
      • Weight values of Active team members must add up to 100

  • Capacity-based Weighted Round Robin (available in Contact Teams ONLY) - distributes contacts across active team members based on the amount of open pipeline from a selected set of pipeline stages. The more revenue that is listed in a reps name, the fewer contacts will be assigned to them. Capacity-based Weighted Round Robin is most reliable when every active member of a team has pipeline in their name.
    • From the Team Detail page, in the ‘ROUTING RULES’ card select ‘Capacity-Based Weighted Round Robin’ under the ‘Rotation Type’ drown select
    • Click the checkbox under the ‘Active’ column next to the team members that should be assigned ownership of contacts within the team.
    • Click on the button labeled AUTO WEIGHTING
    • Click on the names of the pipeline stages you would like to add to the Capacity-based weighting
      • Use command or control to select multiple pipeline stages at once
      • The list of available pipeline stages is pulled from the HubSpot account connected to Distributely. To add a pipeline stage to Distributely, you will need to add it as a stage in HubSpot
      • We recommend selecting pipeline stages that represent open deals
    • Click ADD SELECTED STAGES to include pipeline stages in the
    • Click CALCULATE CAPACITY-BASED WEIGHTING to include pipeline stages in the weighted calculation
      • Distribution Weight will ONLY be calculated for team members that are marked as active
    • Click VIEW CAPACITY BASED WEIGHTING ORDER to preview the distribution

 

Activating and Deactivating a Team

Activating a team allows the team to receive objects.  This will move them into the list of Active Teams on the Team Management page. In a technical sense, it enables the rules of the team to be evaluated against any new objects that are enrolled in the workflow(s) associated with Distributely in HubSpot.
  • To activate a team click on the Activate Team button in the top right of the screen on a Team Detail page
  • To deactivate a team click Deactivate Team in the top right corner of the screen on a Team Detail page

 

Default Team

Objects will be assigned to your default team if they do not meet the conditions of any active team. We recommend that you select a default team in Distributely.

  • From a Team Detail page, click the Set as Default Team button at the top of the page
  • If you do not select a default team or you remove the Default Team selection from a given team, then your first priority team will automatically be assigned as your default team
    • If you do not have a default team selected AND the team members in your first priority team are not active, then the admin user of Distributely will be assigned the record
    • If you do not have a default team selected AND you do not have any active teams, then the admin user of Distributely will be assigned the record

 

Time Off

Time off allows you to pause an agent from the object assignment over a set period of days without changing their active status or weight with the team(s) they are assigned to. This is useful when an agent is on vacation or taking time off for any reason.

  • Click on Agents in the left-hand navigation
  • Click into the box under the "Start Time Off" column next to the rep you wish to pause from rotation
  • Select the date that you wish to start to pause the agent from being assigned objects from Distributely
  • Click into the box under the "End Time Off" column next to the rep you wish to pause from rotation
  • Select the date that you wish the time off period to end, making the agent available to receive objects again.

 

Schedules

Schedules allow you to pause an agent from object assignment during certain days of the week, or hours of the day without changing their active status or weight with the team(s) they are assigned to. This is useful if agents only work during specific hours of the day or specific days during the week.

  • Click on Agents in the left-hand navigation
  • Click on the Edit Availability button next to the name of agent for which you want to create availability
  • Next to the day of the week that the agent is available, select the hour of the day (based on a 24 hour clock) that the agent's availability begins
  • Then select the hour of the day that the agent's availability ends
  • Select the time zone that applies to the agent

By default, all of your agents will be available every hour of every day. Once you set a schedule for any agent on your team, the days that you leave blank will be treated as days they are not available and therefore paused from the distribution.

 

Bulk Upload Schedules

Bulk Upload Availability allows you to upload Availability for agents using a CSV file instead of entering them manually as described above. This is useful if you have a large team using the Availability feature and/or if Availability changes on a fequent basis.

  • Click on Agents in the left-hand navigation
  • Hover over the schedules column
  • Click on the BULK UPLOAD AVAILABILITY button in the information display
  • Click on the DOWNLOAD TEMPLATE button to access the Availability Template with instructions on how to format a CSV appropriately for upload
  • Save a CSV file to your computer for upload with the appropriate column labels and rows as described in the Availability Template
  • Click the Change CSV button
  • Select the CSV file saved to your computer for upload
  • Click the UPLOAD AVAILABILITY button
    • Files uploaded successfully will display a checkbox with the number of rows updated
    • Files uploaded unsuccessfully will display an error message

If an agent is not included in the upload their availability will not change. To remove availability for an agent, format a CSV file for upload with a row corresponding to each day of availability that should be removed for the agent and leave only the start_time and end_time columns blank.

 

Cap Settings

Capping allows you to pause an agent from object assignment when they have more than a given number of contacts or companies assigned to them. You can configure which contacts or companies count against the cap by following the steps below.

  • Click on Settings in the left-hand navigation
  • Click on the CAP SETTINGS button under the Capping section of the Settings page
  • Select whether you want to cap agents based on the number of contacts or companies assigned to them
  • Add conditions to your cap by choosing properties from the object type selected in the previous step 
  • Select the appropriate operator
  • Select the appropriate property value
  • Select the appropriate owner property to reference
    • By default, capping will be based on the default contact or company owner field in HubSpot, but you can choose to base your cap on a custom owner field in HubSpot
  • Click the ADD RULE CONDITION button
  • When you have completed configuring your Cap Settings, then toggle the Global Lead Caps into the green, "On" position
    • If this toggle is in the gray, "Off" position, then capping will not be enabled regardless of your Cap Settings or Agent Caps (see below)

 

Agent Caps

Once you have configured your cap settings, then you can add a cap to an agent from the Agents page in Distributely.

  • Click on Agents in the left-hand navigation
  • Navigate to the agent you would like to cap
  • Enter a number under the AGENT CAP column next to the agent's name
    • This number will represent the number of contacts or companies that will enable the cap based on your Cap Settings

Once an agent has exceeded their cap, then they will be paused from all distributions regardless of object or team type. 

 

Activate Distributely

If Distributely is not activated, then it will not assign objects to any agent regardless of the agent's status, the team's status or the workflow's status. 

  • Click on Settings in the left-hand navigation
  • To activate Distributely, click on the gray toggle bar at the page
  • To deactivate Distributely, click on the (what will now be) green toggle bar at the top of the page 

 

Adding Distributely to a Workflow in HubSpot

Distributely will show up as a workflow action in HubSpot

  • Navigate to Workflows in HubSpot
  • Create a new workflow or select an existing workflow
    • NOTE: A contact-based workflow will send contacts to a Contact Team in Distributely, a company-based workflow will send companies to a Company Team, a deal-based workflow will send deals to a Deal Team in Distributely, and a ticket-based workflow will send tickets to a Ticket Team in Distributely
  • Click on the "+" icon to add a new action at the desired location within the workflow
  • Scroll down to the action labeled "Distributely" or search for "Distributely" in the search bar in the "Choose an Action" window
  • Select Distributely
  • Click the Save button

 

Uninstalling the App

In order to avoid downstream implications, before uninstalling Distributely from HubSpot, you should evaluate any workflows that use the Distributely workflow action and remove and replace those actions as needed. Once completed, take the following steps to uninstall Distrbutely from your HubSpot account

  • Login to the HubSpot account connected to Distributely 
  • Navigate to Settings by clicking on the gear icon in the top right corner of the page
  • Click on the "Integrations" drop down on the left hand navigation and select "Conneted Apps"
  • Navigate to or search for "Distributely" under your list of connected apps
  • Click on the "Actions" dropdown button on the Distributely card and select "Uninstall"
  • Follow the remaining steps to uninstall the application

 

Troubleshooting

If you have a specific question that has not been addressed above, try checking out our FAQ page.