Round-robin route HubSpot leads and notify reps in Slack using Make

Prerequisites

Step 1: Create a Data Store for the counter

Before building the scenario, create a Data Store to persist the round-robin index:

1. Go to Data Stores in the left sidebar
2. Click Add data store
3. Name it round_robin_state
4. Add a record structure with one field: counter (Number)
5. Add an initial record with counter = 0

Step 2: Add a Watch Contacts trigger

Create a new scenario. Add a HubSpot CRM -> Watch Contacts module:

• Connection: Your HubSpot OAuth connection
• Watch: New contacts
• Limit: 10
• Properties: Select firstname, lastname, email, company, jobtitle, hubspot_owner_id

Step 3: Filter out already-assigned contacts

Add a Filter between the trigger and the next module:

• Condition: hubspot_owner_id -> Does not exist (is empty)

Step 4: Read and update the round-robin counter

Add a Data Store -> Get a Record module:

• Data Store: round_robin_state
• Key: Your record ID

Then add a Tools -> Set Variable module to calculate the assigned rep:

• Variable name: repIndex
• Value: {{1.counter % 4}} (replace 4 with the number of reps)

Add a Data Store -> Update a Record module to increment:

• counter: {{1.counter + 1}}

Step 5: Map rep index to owner and Slack IDs

Add a Tools -> Switch module (or a Code module) to map the index to rep details:

For each case, set variables: repName, hubspotOwnerId, slackUserId.

Step 6: Update the contact owner in HubSpot

Add a HubSpot CRM -> Update a Contact module:

• Contact ID: {{1.id}} (from the Watch Contacts trigger)
• Contact Owner: {{hubspotOwnerId}}

Step 7: Send a Slack DM

Add a Slack -> Create a Message module:

• Connection: Your Slack connection
• Channel ID: {{slackUserId}} (DM by user ID)
• Text:

🆕 *New Lead Assigned to You*
*{{1.firstname}} {{1.lastname}}* — {{1.jobtitle}} at {{1.company}}
Email: {{1.email}}
<https://app.hubspot.com/contacts/YOUR_PORTAL_ID/contact/{{1.id}}|View in HubSpot>

Step 8: Schedule and activate

• Set the scenario schedule to Immediately (processes as soon as HubSpot emits the event)
• Toggle the scenario to Active

Cost

• Free plan: 1,000 credits/month. Each new lead uses ~5 credits (trigger + data store read/write + HubSpot update + Slack). Handles ~200 leads/month on free.
• Core plan: $10.59/mo for 10,000 credits. Handles ~2,000 leads/month.