Round Robin
Round Robin Pools allow you to automatically assign Prospects to Admissions Advisors based on filters you define—such as Program of Interest or Country of Origin. This helps ensure Prospects are fairly and efficiently distributed across your team.
Start by clicking the New Pool icon next to the location where you want to set up a pool. This opens the Add Round Robin Pool modal.
Enter a name that clearly identifies the purpose of the pool (e.g. "Interested in Web Development"). Then, select one or more filters to control how Prospects are assigned—such as Age, Gender, Country, Program of Interest, Lead Source, and more.
Click Add to save and create the new pool.
To update the pool name or change its filters, expand the Location by clicking on its name, then click the Edit Pool icon next to the pool you want to modify.
Once you’ve created a new Round Robin Pool, you’ll need to assign Admissions Advisors to it so prospects can be automatically distributed. Start by clicking on the location name to expand the section and view your pools.
Next to the pool you want to update, click the Add Advisor icon.
In the pop-up window, choose the advisor you want to assign and enter a Weight. The weight determines how many Prospects will be assigned to that advisor before moving on to the next one in the pool. For example, setting the weight to 1 assigns one Prospect before rotating, while a weight of 2 means that advisor gets two Prospects before rotation continues.
Once finished, click Add. You can add multiple advisors to the same pool and adjust their weights as needed to ensure a balanced distribution.
Once you’ve created a Round Robin Pool and assigned Admissions Advisors, you can manage the list by expanding the pool using the expansion (+) icon to the left of the pool name. This will display all assigned advisors along with their weight, last assigned Prospect, and current assignment count.
From here, you can:
- Click the Edit Admission Advisor icon to update the advisor’s weight.
- Use the up and down arrows to reorder advisors.
- Click the Remove Admission Advisor icon to delete an advisor from the pool.
This allows you to keep your Round Robin Pools up to date and balanced as needed.
In this video, we’ll walk you through how to set up a pool, assign advisors, and manage your distribution settings.