Setting Up a Weighted Round Robin Team

Before you start

Weighted Round Robin is an owner selection method — it decides who gets picked once a team has already been chosen. It has no effect on which team a record goes to. If you have not set up team selection yet, start with Your First Team: Setup Checklist and Building Team Rules, then come back here.

Step 1: Create or open the team

Go to Teams and either click Add New Team or open an existing team.

If you're creating a new team, you'll see a Member Routing Rule dropdown with Weighted Round Robin as one of the options. Pick it — it keeps the team's own settings self-explanatory. But note what it does and doesn't do: this field does not turn on weighted routing by itself. The setting that actually controls the algorithm lives on the HubSpot workflow action, covered in Step 5. Skipping that step is the single most common reason weighted routing "doesn't work."

Step 2: Make sure the team is eligible to route at all

A team only receives records if it's marked Team Active, has at least one rule with at least one condition, and has Mock or Live enabled. None of this is specific to weighted routing — it's the same baseline every team needs. 

Step 3: Add the team's members

Click Manage Team Members and move the reps you want on this team from Available Users into Team Members. Everyone starts with a weight of 1. See Managing Team Members for the full add/remove flow.

Step 4: Set each member's Weight

This is the step that actually defines the split. On the team's member table, click the value in the Weight column and enter a number — no need to open Member Details for a quick change. The value must be 1 or higher.

Weight is relative, not a percentage. If you want roughly a 3:2:1 split across three reps, set their weights to 3, 2, and 1 — you don't need the numbers to add up to anything in particular. A blank weight is treated as 1.

Example: a senior rep who should carry about twice the volume of everyone else gets weight 2 while the rest of the team stays at 1. Only whole numbers of 1 or higher are allowed, so think in ratios you can express that way — 3, 2, 1 or 4, 2, 1 both work; 1.5 does not.

Step 5: Turn on Weighted Round Robin where it actually matters

Open the HubSpot workflow that enrolls records into this team's routing, and click into the Distributely action. Set Owner Selection Logic to Weighted Round Robin.

Step 6: Check availability before you judge the split

Weighted selection only runs across members who are active and currently available. A member on time off, outside working hours, or capped out is skipped entirely for that assignment — their weight doesn't roll over or get repaid later. If your split looks off, check availability first. 

FAQ

I set Member Routing Rule to Weighted Round Robin. Why is routing still even across the team?

Because that field doesn't control the algorithm. Open the HubSpot workflow, open the Distributely action, and set Owner Selection Logic to Weighted Round Robin there. See Owner Selection Methods.

Do I need to change anything when I change someone's weight later?

No. Weight changes apply to upcoming assignments immediately. The rotation continues from where it already stands — nothing needs to be reset.

Can I mix weighted routing with team rules?

Yes. Team rules decide which team a record goes to. Weight only decides who on that team gets picked once it's chosen. They operate independently.

One rep is out this week. Does their weight roll over to next week?

No. Unavailable members are skipped for the assignments that happen while they're out. There's no banking or catch-up — the rotation simply continues among whoever is available at each moment.

How low can I set someone's weight if I want them to get very little volume?

Weight must be a whole number of 1 or higher — you can't go below 1 or use fractions. If you need a much smaller share for one person, raise everyone else's weight instead. Weights of 1 and 10 produce the same ratio as 1 and 10 always would, so scale the rest of the team up rather than trying to push one person down.