Assigning the leads to the correct representative has always been quite a hassle. What if a new lead comes in from California, but your sales manager assigns it to the rep who covers New York? Meanwhile, another lead from Toronto sits unassigned for hours while your Canadian rep waits for work.
Manual lead assignment wastes time and creates chaos. Sales managers spend hours sorting through leads, checking locations, and assigning reps. Mistakes happen in this process. Leads get lost. Revenue suffers. But monday.com’s AI autofill feature solves this problem. It automatically assigns sales reps based on lead locations without any manual work.
In this blog post, I’ll discuss how to automate the assignments of sales reps in your existing CRM workflow.
If you want to watch a tutorial instead, check the video below:
How to Assign Sales Reps in monday.com CRM
In monday CRM, You can use two types of columns to assign sales reps for the acquired leads.
I’ll walk you through these ways to set this up so that reps are assigned to leads based on their location, without needing to do it manually every time.
Method 1: Using Location Column for Country-Based Leads
For this first method of assigning reps, I’ll use the location column. For example, you have leads coming from three countries: the U.S., Canada, and the UK. So, each of your leads is tagged with one of these locations to help organize them. The goal is to assign a sales rep, labeled as “owner” in the New Leads board, based on where the lead is from.
To do that, click the three dots at the top of the column, then choose “Autofill with AI.” A setup screen pops up. This is where you’ll assign the reps.
Choose the source column from the “What to base that assignment on” dropdown menu. For this example, we’re using the location column. Next, you add the reps by clicking on the “Add people” option.
Let’s say Danielle handles leads from the U.S., Leora takes Canada, and I get the U.K. After entering that info, the system shows a preview of what it’s about to do. It’s a newer feature that makes it easy to see the results before applying the changes.
Once you hit “Save and Apply,” the AI takes care of the rest. Everyone is automatically assigned to the right rep based on the lead’s location.
And if you change the location of a lead later, the owner updates too. So, if you switch a lead from Canada to the U.S., it will update and assign it to Danielle.
You can deactivate AI rules anytime through the same three-dot menu. Deactivation stops future automatic assignments but doesn’t change existing ones. Clear existing assignments manually if needed. The small AI icon on your column header indicates when automation is active.
Method 2: Using Dropdown Column for State-Based Leads
In the second example, I’ve used a dropdown column instead of a status column. This is helpful when you’re working with something like U.S. states. Since there are more than 40 U.S. states, a status column wouldn’t work well. For this example, I’ve picked three states from the dropdown: New Jersey, New York, and Florida.
From here, I followed the same steps as before. I clicked the three dots, selected “Autofill with AI,” and chose “Assign a person” as the action. This time, I linked it to the state column.
For each state, I assigned a different person. I added myself for New Jersey, Leora for New York, and Danielle for Florida.
After saving, the AI icon showed up again, indicating that the feature is active. You can see that each person was assigned correctly based on the state.
This saves a lot of time. Instead of assigning people one by one, the AI does it for you. Most columns in monday.com now have the autofill with AI option, which makes this feature even more useful.
Ready to transform your sales workflow with monday.com AI automation? Simpleday helps businesses implement smart CRM solutions that save hours of manual work. Stop losing leads to manual errors; let our experts handle it for you.
