Creating routers

Documentation Index

Fetch the complete documentation index at: https://docs.routera.io/llms.txt

Use this file to discover all available pages before exploring further.

Routers assign owners to records: who is in the rotation, how work is split (round robin or percentage), and what happens when someone is unavailable. Most teams should start with Routera only—routing and enrollment stay entirely in Routera, with no HubSpot workflow required.

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Before you start

• Users in the workspace.
• Teams (optional) to rotate by team instead of picking users individually.
• User availability so overwrite rules and backup routing respect schedules.

For HubSpot CRM routers, you also need an active HubSpot integration and users linked to HubSpot.

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Open the router editor

1. In the sidebar, open Routers.
2. Click Create Router (or open an existing draft from the list to keep editing).

Draft routers stay unpublished until you Publish. You can Save anytime without going live.

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Choose how the router runs

On a new router, select Routera only unless you specifically need HubSpot to trigger assignments:

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Routera-only routers

This is the default path: configure the router in Routera, define who gets enrolled, publish, and assignments run from Routera data.

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Configuration

Rename the router at the top of the page, then on the Configuration tab set:

1. Routera object — Contacts, Companies, Deals, or Tickets.
2. Owner property — the user field Routera updates when it assigns (for example Contact Owner).
3. Overwrite options:
   • Never overwrite — keep the current owner if one exists.
   • Overwrite only if current user is not available — reassign when the current owner is out of office or outside working hours.
   • Always overwrite — assign a new owner every time the router runs.

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Enrollment Trigger

On Enrollment Trigger, define which records enter this router when it is published:

• Conditions in one group use And (all must match).
• Separate groups use Or (any group can match).
• For each condition, pick a Field, Operator (equal, contains, is known, etc.), and Value as needed.

Click Add condition to start a group, add more conditions in the same group for And rules, or Add OR group for alternate criteria.

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Users

On the Users tab:

1. Choose Select users manually or Select a team.
2. Check the users or teams to include. Team selection uses team members (not managers) for the rotation.
3. Set a Backup user (or enable Disable backup user so no owner is assigned when everyone is unavailable).
4. Optionally enable Ignore working hours when all users are unavailable so the router can still assign when the whole group is outside working hours.

All workspace members can be included.

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Model

On the Model tab, pick how records are distributed: Round Robin — Each user receives roughly the same number of records over time. Drag rows to set assignment order. Percentage — Set each user’s share of assignments. The total must equal 100%; Routera shows an error until it does. Click View queue on either model to preview how the next records would be assigned.

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Save, publish, and route existing records

1. Click Save & Publish on a new router, or Save then Publish on a draft.
2. On first publish, you may see Route existing leads?
   • No, new records only — only records that match after publish are enrolled going forward.
   • Yes, include existing — Routera also processes records that already match your trigger (can take several minutes on large sets).

Use Unpublish on a live router to stop new assignments without deleting configuration.

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HubSpot CRM routers

Use this path when records are coming from HubSpot and enrollment happens through a HubSpot workflow (not Routera enrollment triggers).

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HubSpot configuration

On the Configuration tab set:

1. HubSpot object — Contact, Company, Deal, or Ticket (aligned with your Routera object type).
2. Owner property — the HubSpot owner field Routera updates when it assigns.
3. Overwrite options — same three choices as in the Routera-only Configuration section above.

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Users and Model

Configure Users and Model the same way as in the Routera-only sections above. For CRM routers, only users linked to HubSpot appear in the user list.

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Account Matching

On the Account Matching tab (optional):

1. Turn on Enable account matching.
2. Choose which HubSpot object to pull an owner from (for example Company when the router targets Contacts).
3. Choose which record to use if several exist: most recently updated, most recently created, or first created.

Example: a contact router can inherit the company owner when the contact has no owner.

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Save, publish, and connect HubSpot

1. Click Save & Publish on a new router, or Save then Publish on a draft.
2. In HubSpot, create a workflow for the same object type as the router.
3. Add an enrollment trigger (or skip trigger and set eligible records), then add Assign with Routera.
4. Select this router and publish the workflow.

HubSpot sends eligible records to Routera; Routera applies your users, model, overwrite rules, and account matching, then writes the owner back to HubSpot.

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Quick reference