Vixiees lets you configure how contacts are automatically distributed among the salespersons of a Sales Brain (Playbook). Assignment occurs each time a contact enters a Sales Brain (Playbook), even if the contact already existed in another Sales Brain (Playbook) in Vixiees.
How to access the configuration
- Navigate to Side menu > Sales Brains (Playbooks)
- Select the Sales Brain (Playbook) you want to configure
- Click Manage playbook
- Find the Assignment strategy section
Available assignment strategies
None (No automatic assignment)
The system does NOT assign contacts automatically. Contacts remain unassigned until manually assigned, assigned via a connected CRM, or assigned via API.
Recommended for: Teams that use an external CRM as their operational base or prefer total manual control.
First available
The first salesperson who interacts with the contact is assigned to them. Assignment occurs at a specific moment you can configure.
Recommended for: Teams with a competitive dynamic where speed of attention is prioritized.
Fair rotation
Distributes contacts equitably, one by one, among the available salespersons. The system maintains an internal counter.
Recommended for: Teams seeking fair workload distribution.
| Strategy | Assignment | Best for |
|---|---|---|
| None | Manual or via CRM | Total control |
| First available | To the salesperson who acts first | Response speed |
| Fair rotation | Equal rotation | Fair distribution |
First Available assignment events
On task start
The contact is assigned when the salesperson starts working on a task.
On response
The contact is assigned when effective communication is achieved (call answered, WhatsApp reply, email reply).
"On response" avoids assigning contacts to salespersons who did not establish communication.
Inbound vs. new contact assignment
Strategy for new contacts
Applies when the contact is created or enters the Sales Brain (Playbook) for the first time. Allows all three strategies.
Strategy for spontaneous inbound contacts
Applies when a contact appears via an inbound call or WhatsApp message. Only allows Fair rotation and First available on task start.
Daily assignment limits
- Set a maximum number of contacts assigned per day per salesperson
- Only applies to the Fair rotation strategy
- Counter resets at midnight (account time zone)
- A limit of 0 means no limit
Configure at: Sales Brains (Playbooks) > [Your Sales Brain] > Manage > Assigned salespersons section
Fair rotation details
- Maintains an internal index to know who is next
- Filters by availability according to work schedules
- Respects daily assignment limits
- If the contact has required skills, only rotates among salespersons with those skills
If no salesperson has the required skills, the contact will remain unassigned.
Task priority chain
When a task is created, who receives it is determined in this order:
- Explicit assignment: If specified when creating the task
- Salesperson with active task on the contact
- Salesperson on active call with the contact
- Last team member who completed a task for the contact (if team task)
- Salesperson assigned to the contact
If none apply, the task is unassigned and transferable.
Conclusion
- Use Fair rotation for equitable and predictable distribution
- Use First available to prioritize response speed
- Use None if managing assignments from an external CRM
Also configure daily limits to avoid overloading certain salespersons.
Relevant scenarios
- Salesperson on vacation: The system automatically reassigns their new contacts
- Sales Brain (Playbook) without salespersons: No automatic assignment even if configured
- CRM synchronization: Assignment synchronizes automatically with HubSpot, Pipedrive, Zoho
- Contacts with specific skills: Ensure salespersons with those skills exist in the Sales Brain (Playbook)
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