Overview
In SmartMoving, lead routing automation rules allow you to automatically assign leads to the right salesperson or sales role based on criteria such as service type, state, referral source, or branch. Lead routing is now managed through Automation Rules under the Workflow Automation settings group.
This guide explains how to create and manage lead routing rules, and outlines typical use cases and best practices.
A Note About Lead Routing and Follow-Up Automation
Lead routing and follow-up reminders now both run through the unified Automation Rules system:
Assign Lead To handles automated lead assignment.
Create Follow-up handles automated follow-up reminder creation. (Learn more here)
In most cases, you can — and should — manage both lead assignment and follow-up scheduling within a single rule, as long as the workflow is intended to begin when the lead is created.
A combined rule allows you to:
Assign the lead to the correct salesperson immediately, and
Start an early follow-up sequence (such as a 2+1 pattern, then transitioning into a longer 5x cadence)
→ all from the same trigger event.
You may still create separate rules if your follow-ups should begin at a different event (e.g., Estimate Sent, Booked, Portal Viewed), but for lead-intake workflows, combining routing and initial follow-ups into one rule is the recommended approach for simplicity and consistency.
Setting Up Lead Assignment Rules
Step 1: Access Automation Rules
Go to the Settings icon in SmartMoving.
Navigate to Workflow Automation.
Select Automation Rules.
This is your centralized page for building automations for lead routing, follow-ups, and task creation.
Step 2: Create a New Automation Rule
Click Add Rule.
Enter a Rule Name (for example, “Interstate Lead Routing”).
Click Save changes in the slide-up bar.
Use the toggle to turn the rule On once you’re ready to activate it.
Click the rule to configure its When, Conditions, and Actions sections.
⭐ Important - Set When Lead Is Created
Lead Routing Must Use the “Lead Created” Trigger Lead routing only works when the rule’s trigger is set to:
When Lead Is Created
This ensures the system assigns a salesperson at the moment a lead enters SmartMoving. If a different trigger is selected, SmartMoving will display a warning to guide users back to the correct setup.
Step 3: Add Conditions
Conditions allow you to control when the lead assignment rule applies.
You can choose:
ALL — all selected conditions must be met
ANY — at least one condition must be met
Always — no conditions; applies to every lead
Note: You cannot mix ALL/ANY logic within a single rule.
Examples of condition types
SmartMoving provides several condition types to help you refine your routing logic. Some commonly used examples include:
Branch – Route leads based on branch.
Customer – Target specific customers.
Destination State/Province – Filter by destination region.
Opportunity Status – New lead, in progress, booked, etc.
Opportunity Type – Local, interstate, intrastate.
Origin State/Province – Filter by origin region.
Referral Source – Website, partners, campaigns, etc.
Service Type – Moving, packing, moving + packing, etc.
Time of day – Apply rules only within specific hours.
UTM Key – Route leads tied to specific marketing campaigns.
Important Note
This is not an exhaustive list. SmartMoving continues to add condition options over time, and the Conditions dropdown in-app is always the most accurate and up-to-date source.
Use as many conditions as needed to ensure each rule applies only to the types of leads you want it to manage.
Step 4: Configure Follow-Up Actions
In the Actions section, choose Assign Lead To.
You can route leads using:
Salespeople
Assign directly to specific users.
Leads distribute in round-robin order, cycling through your list.
Sales Roles
Assign to one or more roles (for example, “Inside Sales” or “Sales Team”).
Leads distribute across the users assigned to those roles.
Roles are managed in Company Settings > Roles & Permissions.
This setup is ideal for distributing leads across sales teams, multiple branches, or high-volume inbound environments.
Step 5: Save and Test
Click Save changes.
Create a test lead that matches the rule’s conditions.
Check the lead’s Activity section to confirm that the automation assigned a salesperson as expected.
SmartMoving logs all automated assignment actions, making it easy to verify that rules are functioning correctly.
Typical Use Cases
Branch-Based Routing
Automatically assign leads to salespeople who handle specific branch territories.
Repeat Customer Routing
Route returning customers to the same salesperson they worked with previously.
Even Distribution / Round-Robin
Ensure leads are evenly and fairly distributed across sales reps or sales roles.
Additional Considerations
Rule Execution Order
Rules run top-to-bottom in your Automation Rules list.
SmartMoving stops at the first enabled rule whose trigger and conditions match.
Drag and drop rules to prioritize the most important ones.
Duplicating & Deleting Rules
Duplicate rules to quickly create similar logic for other services or branches.
Delete rules you no longer need to keep routing clean and manageable.
Conclusion
Lead assignment via Automation Rules gives you a centralized and flexible way to route leads to the right people immediately upon creation. By selecting the correct trigger (Lead Created), combining the right conditions, and structuring your assignment actions thoughtfully, you ensure:
Faster responses
Consistent sales workflows
Better lead distribution
Improved customer experience