How to set up deal rotation on Pipedrive

intermediate 8 min read Updated 2026-03-18

Quick Answer

Deal rotation in Pipedrive is set up using Workflow Automation to automatically assign incoming deals to team members based on rotation rules. You'll create a workflow that triggers when new deals are added and uses round-robin assignment to distribute leads evenly among your sales team.

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Prerequisites

Admin access to Pipedrive account
Multiple sales team members set up in your account
At least one active pipeline configured
Understanding of your team's deal assignment strategy

Step-by-Step Instructions

Access Workflow Automation

Navigate to Settings in the top right corner of your Pipedrive dashboard. Click on Workflow Automation from the left sidebar menu. If you don't see this option, ensure you have admin permissions or that your plan includes automation features.

Workflow Automation may be listed under 'Company settings' depending on your account setup.

Create a New Workflow

Click the + Create workflow button. Select Deal-based workflow as your workflow type. Give your workflow a descriptive name like Deal Rotation - Sales Team and add a description explaining the rotation logic.

Set the Trigger Condition

In the When section, select Deal is added as your trigger. Add any additional conditions if needed, such as specific pipelines, deal sources, or deal values. For example, you might want to rotate only deals from web forms or deals above a certain value threshold.

Consider filtering by deal source or pipeline stage to ensure only qualified leads enter the rotation.

Configure the Rotation Action

In the Then section, click Add action and select Update deal. In the action settings, find the Owner field and click the dropdown. Select Rotate between users and choose the team members you want to include in the rotation cycle.

You can exclude certain team members from rotation if they handle specific types of deals or are temporarily unavailable.

Set Rotation Method

Choose your rotation method: Round-robin (distributes deals evenly in order) or Load balancing (assigns to the person with the least active deals). Configure any additional settings like excluding weekends or specific hours if your plan supports advanced scheduling.

Round-robin works best for teams with similar capacity, while load balancing is better when team members have varying workloads.

Add Notification Actions

Add another action by clicking Add action and selecting Send email. Configure email notifications to alert the assigned team member about their new deal. You can also add internal notes or update custom fields to track rotation history.

Include deal details and source information in the notification email to give context to the assigned salesperson.

Test and Activate the Workflow

Click Save workflow to save your configuration. Use the Test feature to create a sample deal and verify the rotation works correctly. Once satisfied, toggle the workflow to Active status to begin automatic deal rotation.

Test with multiple sample deals to ensure the rotation sequence follows your expected pattern.

Monitor and Adjust

Go to Insights > Reports to create reports tracking deal distribution among team members. Monitor the Workflow history tab to see automation activity and troubleshoot any issues. Adjust rotation membership or conditions as your team changes.

Set up weekly reports to ensure deals are being distributed evenly and no team members are being skipped.

Common Issues & Troubleshooting

Workflow Automation option is not visible

Check if your Pipedrive plan includes automation features. Workflow Automation is available on Professional plans and above. Contact your admin to upgrade your plan or request the necessary permissions.

Deals are not being rotated evenly

Verify that all team members in the rotation are active users. Check the Workflow history for any failed executions. Ensure the trigger conditions aren't too restrictive and are capturing all intended deals.

Team members are not receiving notification emails

Check the email action configuration and ensure valid email addresses are set for all users. Verify that Pipedrive emails aren't being blocked by spam filters. Test the email action separately using the workflow testing feature.

Rotation is skipping certain team members

Ensure all team members have appropriate permissions and active status. Check if any users have reached deal limits or have vacation mode enabled. Review the rotation settings to confirm all intended users are included in the cycle.

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