Inbox

Set your conversations routing rules

Last updated: July 15, 2020

Applies to:

All products and plans

By default, incoming conversations are left unassigned in your inbox for your team to triage. If you're assigned to a Sales Hub or Service Hub paid seat, you can set routing rules so that incoming conversations are automatically routed to specific users and teams in your account. 

Triage unassigned conversations

You can manually assign conversations to yourself from the Unassigned view in the inbox.

  • In your HubSpot account, navigate to Conversations > Inbox.
  • In the left sidebar menu, select the Unassigned view, then click an unassigned conversation to open it.
  • In the upper left, click the Assignee dropdown menu and select your name. Or, enter your response in the reply editor, then click Send to automatically assign the conversation to yourself.
  • If you want to reassign a conversation to another user, open a conversation that is assigned to you. In the top left, click the Assignee dropdown menu and select another user. conversations-inbox-reassign-a-conversation

 

Automatically assign conversations

Please note: only users with assigned Sales Hub or Service Hub paid seats can set automatic routing rules. Additionally, incoming messages can only be routed to users with assigned Sales Hub or Service Hub paid seats. If the user does not have access to a paid seat, you cannot include them in your routing rules.

You can set routing rules for incoming messages sent to your connected team email channel, your chatflows, or your connected form
  • To route the conversation to specific users and team members, navigate to your routing settings for the specific channel.
  • Click to toggle the Automatically assign conversations switch on.
  • Click the Assign To dropdown menu and select a routing option:
    • Specific users and teams: route incoming conversations to the users or teams selected. Select the users or team names from the Specific users and teams dropdown menu.
      • For messages sent to your team email channel or submissions to your connected form, if more that one user is selected, emails will be assigned randomly to the agents specified.
      • For messages sent to a live chat or bot, if more than one user is selected, new conversations will be routed to the least busy available user.
      • If the specified users and teams are unavailable, the incoming conversation will be left in the Unassigned view for your team to triage.  
    • Contact owner: route incoming conversations to a contact's owner. The contact must have an owner assigned to their record and be tracked with a cookie. If the owner is offline, the message will be emailed to the visitor's owner. When setting routing rules for chatflows with live chat, you can route messages from unowned contacts to a default user. Click the New visitor fallback dropdown menu and select a user.

automatically-assign-general

  • Click Save.

Please note: the least busy available user is the user with the fewest chats assigned. Where two or more users are tied for least busy, the chat will be assigned to a user who used the inbox in the past two minutes. If the tie still exists, the chat will be assigned to the user who was assigned a chat less recently.

To set routing rules for chatflows with bots, learn how to use the Send to team member bot action.

/conversations/set-your-conversations-routing-rules