I’m working with a sales team setup where we have multiple reps handling incoming prospects. Our current workflow pulls new entries from our Airtable base and sends them to team members, but there’s no daily limit control.
The issue is that some reps are getting flooded with multiple new prospects in a single day while others might get none. I want to set up a system that ensures each sales representative receives exactly one fresh lead per day through our Zapier automation.
Has anyone figured out how to implement this kind of daily distribution cap? I’m looking for a way to track which reps have already received their daily assignment and skip them until the next day cycle begins. Any suggestions on filters or delay steps that could help manage this workflow?
I dealt with this exact problem last year with our marketing team. Here’s what worked: I built a separate tracking table in Airtable just for daily assignments - columns for rep name, date, and assignment status. The trick is making your Zap check this table first before assigning leads. New prospect comes in? The automation checks if each rep already has an entry for today. If yes, they’re skipped. If no, they’re eligible. You’ll need a daily reset at midnight to clear yesterday’s flags - I used Zapier’s Schedule trigger for this. Keeps things fair and stops the flooding you’re dealing with. One gotcha: make sure your timezone settings match between Zapier and Airtable or the daily reset gets weird.