This guide is designed for Franchise Development teams with more than one person managing inbound leads. If your team has ever asked "who does the AI Booking Agent book the lead with?" — this article is for you. The answer depends on your process, and this guide will help you build one.
The Core Concept: Assignment Drives Everything
The VipeCloud AI Booking Agent operates on a simple principle: whoever is assigned the lead is whose calendar and booking agent gets used. This means your lead assignment logic is the foundation of your entire AI booking workflow.
KEY RULE | The first user assigned to an incoming lead determines which Booking Agent and calendar are used for that lead. |
This gives your team a clear, predictable system — but it requires deliberate setup. The rest of this article walks through how to structure your team for success.
Prerequisites: What Each Team Member Needs
Before configuring any team routing logic, every user who will receive and work leads must have the following set up in VipeCloud:
Texting enabled on their account
A connected calendar for the AI Booking Agent to schedule appointments on
Their own AI Booking Agent configured (template reviewed and personalized)
IMPORTANT | If a user does not have texting or a calendar connected, the AI Booking Agent cannot book on their behalf. Verify these are in place before routing any leads to that user. |
Understanding Your Funnel Structure
Multi-member fran dev teams typically operate in stages. VipeCloud's assignment model maps naturally to a funnel approach:
Stage 1 — Initial Lead Contact & Qualification
The first person assigned to a lead handles initial outreach and qualification. the AI Booking Agent will use this person's calendar to schedule any early-stage discovery calls. If the lead qualifies, it moves forward; if not, it can be closed or placed into a nurture sequence.
Stage 2 — Discovery or Brand-Specific Follow-Up
Once a lead advances, it gets reassigned to the next person in the chain (e.g., a senior fran dev rep or a brand-specific consultant). The initial lead owner will change the assignment and book a time on the senior dev rep.
Stage 3 — Next Stage / Closing
Subsequent-stage leads are assigned to the next person, and so on.
How to Balance Leads Across Your Team
There are two primary methods for distributing incoming leads among team members. You can use one or both, depending on your team's structure.
Method 1: Rule-Based Assignment
This is the most immediate way to distribute leads today. You define routing rules based on attributes of the incoming lead, such as:
Lead source (e.g., which franchise portal or ad campaign it came from)
Brand of interest (if you work with multiple franchise brands)
Email subject line or sender domain
Keywords in the email body or lead form
For example, if your team has one rep dedicated to a specific brand, you can route all leads that reference that brand directly to them. the AI Booking Agent will then engage the lead using that rep's calendar from the start.
Method 2: Round Robin (Coming Soon)
VipeCloud will soon support round robin email parsing lead distribution across teams. With this method, you group users into a team within VipeCloud, and incoming leads are automatically distributed evenly across all team members on a rotating basis.
COMING SOON | Round robin distribution will allow you to assign leads evenly across your team without manual rules. You will be able to create teams, add members, and enable rotation directly in VipeCloud. Stay tuned for release notes. |
Recommended Process: Setting Up Your Team
Follow these steps to get your multi-member team running smoothly with the AI Booking Agent:
Confirm every team member has texting and a calendar connected in VipeCloud.
Map out your funnel stages and identify which team member owns each stage.
Define your lead routing rules based on source, brand, email criteria, or other available signals.
Configure lead assignment automation in VipeCloud to apply your routing rules on incoming leads.
Test the flow: submit a sample lead and verify it routes to the correct user and that the AI Booking Agent fires from their calendar.
Document who owns what. A simple shared reference prevents confusion when things get busy.
Need Help?
If you need assistance configuring lead routing rules, setting up team members, or testing your Booking Agent flow, reach out to VipeCloud support or your account manager. We're happy to walk through your specific team structure with you.