Prerequisites
- How a Form Decides Who Gets the Lead — Understand the resolution order
Set Who Owns Leads from a Form
Routing for forms that do not take bookings
The Lead Routing & Notifications panel on the Form Actions screen decides who owns a submission.
It matters most on forms that do not take bookings — enquiry forms, quote requests, anything where no meeting is created. On a form with a calendar attached, the calendar decides instead and these settings have no effect.
Important: An attached calendar overrides the form's routing settings. When a form has a schedule attached, the lead goes to someone who can actually host the meeting — the calendar's members — and the Members in the rotation list you set on the form is not used. Those routing settings only apply to forms with no calendar attached.
Before You Begin
- The team members you want to receive leads, set up and Active
- A form whose actions you can edit
Steps
Check whether these settings will apply at all
If the form has a schedule attached, stop here — the calendar decides ownership and nothing on this panel changes that. Adjust the calendar's membership instead.
If the form has no calendar, carry on.
Open the routing panel
Go to Sales → CRM → Forms, open the form's row menu and choose Manage Form Actions. The Lead Routing & Notifications panel sits beside the form actions.
Choose your routing approach
The Routing list offers two options.
Always the member who created the form sends every lead to one person — the form's owner. Simple, and right when one person handles all enquiries.
Rotate across chosen members distributes leads across a group you nominate.
Pick the members in the rotation
If you chose to rotate, select the members from Members in the rotation.
Only Active members receive leads. Anyone Inactive, Suspended, or Pending — invited but not yet signed in — is skipped automatically. You do not need to maintain the list when someone leaves; Zyntro filters them out.
Understand how the rotation picks
It is not a strict cycle. Zyntro gives the next lead to whoever in the pool owns the fewest contacts from this form so far, with ties broken by the order of your list.
The effect is even distribution that self-corrects. If someone is added to the pool later, they start at zero and receive the next several leads until they catch up — which is usually what you want.
Save
Save the screen. Routing applies from the next submission.
Remember that saving the Form Actions screen also publishes the form.
Info: The rotation counts contacts by the form's name, because that is what Zyntro stores as a contact's source. Renaming the form resets every count to zero. Distribution stays even from that point, but it explains a rotation that appears to start over.
Warning: A contact who already exists keeps their current owner. Routing only assigns an owner to a genuinely new contact. If someone who is already in your CRM submits the form, they stay with the person who owns them — the submission does not move them.
Which approach suits which form
| Form | Approach | Why |
|---|---|---|
| A general enquiry form, one person handles everything | Always the member who created the form | No distribution needed, and no ambiguity about who responds. |
| A lead form for a sales team | Rotate across chosen members | Even distribution without anyone assigning by hand. |
| A form that books meetings | Neither — use the calendar | The person hosting the meeting must own the lead. Set the calendar's members. |
| A feedback survey for existing clients | Either; it rarely matters | Respondents are already contacts, so they keep their existing owners regardless. |
Result
New contacts from this form are distributed across your chosen members. You can confirm it by opening a few contacts created after the change and checking their owner.
If everything is landing with one person, check whether the form has a calendar attached — that is the usual explanation.
