Rotation Analytics

Rotation Analytics help you verify that leads are being distributed fairly across your team and identify any imbalances in inbox rotation strategies.

Accessing Rotation Analytics

1. Log into AutoSeq
2. Click "Analytics" in sidebar
3. Click "Rotations" tab
4. Select a rotation strategy from the dropdown

Distribution Chart

The primary visualization showing how enrollments are distributed across rotation members.

Chart Formats

Pie Chart (default):

• Shows percentage breakdown at a glance
• Easy to spot imbalances visually
• Color-coded by mailbox

Bar Chart (toggle view):

• Shows exact enrollment counts
• Easier to compare small differences
• Sortable by count or alphabetically

Reading the Distribution

Example Equal Distribution (3-member rotation):

• john@company.com: 33.5% (67 enrollments)
• sarah@company.com: 33.0% (66 enrollments)
• mike@company.com: 33.5% (67 enrollments)

✅ This is healthy - nearly perfect distribution

Example Imbalanced Distribution:

• john@company.com: 55% (110 enrollments)
• sarah@company.com: 30% (60 enrollments)
• mike@company.com: 15% (30 enrollments)

❌ This needs investigation - John is getting too many leads

Rotation Period Statistics

See distribution broken down by rotation period.

Period Types

Period Breakdown Table

For rotations with periods (daily, weekly, monthly), see a table showing:

• Period date: Start date of the period (e.g., "Nov 6, 2024" for a weekly period)
• Total enrollments: How many total for that period
• Per mailbox: Count and percentage for each member
• Fairness score: How close to perfect distribution (100% = perfectly equal)

Example Weekly Period Table:

Custom Distribution Analytics

If you configured custom percentages (e.g., 50% / 30% / 20%), analytics compare actual vs. target distribution.

Target vs. Actual

Example Configuration:

• Senior Rep (John): 50% target
• Mid-level Rep (Sarah): 30% target
• Junior Rep (Mike): 20% target

Actual Results:

• John: 48% actual (−2% variance) ✅
• Sarah: 32% actual (+2% variance) ✅
• Mike: 20% actual (0% variance) ✅

Variance within ±5% is normal and acceptable.

Recent Enrollments for Rotation

Table showing individual enrollments that used this rotation.

What's Shown:

• Date & Time: When enrollment happened
• Contact: Who was enrolled
• Sequence: Which sequence
• Assigned Mailbox: Which rotation member got this enrollment
• Workflow: Triggering workflow

Use This To:

• Verify rotation is being used (not empty)
• See the assignment pattern over time
• Troubleshoot if distribution seems off
• Audit specific enrollments

Inactive Rotation Members

Analytics highlight if any rotation members have 0% distribution.

Possible Reasons for 0%:

Performance Comparison (Professional)

Professional plan includes performance metrics by rotation member:

Metrics Compared:

• Enrollments received: How many leads assigned
• Response rate: How many contacts replied to sequence (if trackable in HubSpot)
• Meeting booked rate: Conversion to meetings
• Deal created rate: Leads that became deals

Using for Coaching

Identify coaching opportunities:

• High enrollments, low response: May need email template improvement
• High responses, low meetings: Need better discovery/qualification
• High meetings, low deals: Demo or sales process needs work

Exporting Rotation Data

What You Can Export:

• Distribution summary: Overall percentages and counts
• Period breakdown: Each period's distribution (for daily/weekly/monthly)
• Individual enrollments: Every enrollment using this rotation

Use Cases:

• Monthly sales team reports
• Fairness audits for HR/management
• Performance reviews
• Capacity planning

Best Practices

Weekly Distribution Checks

For weekly or daily rotations, check distribution every Friday:

1. View current week's distribution
2. Verify fairness score >90%
3. Investigate any member with <20% or >40%
4. Check for inactive members

Monthly Performance Reviews

End of month checklist:

1. Export full month's rotation data
2. Compare each member's enrollment count
3. Review any complaints about unfair distribution
4. Adjust rotation percentages if needed

Monitor New Members

When adding someone to a rotation:

• Check analytics after 1 week
• Verify they're receiving enrollments
• Confirm distribution adjusted appropriately
• Remove old members if they're not transitioning

Set Up Alerts

Create reminders for yourself:

• Weekly: Check rotation fairness
• Monthly: Export and review data
• Quarterly: Audit all rotation strategies

Troubleshooting Distribution Issues

Uneven Distribution

Problem: One member getting way more than others (e.g., 60% vs. 20% each)

Solutions:

1. Check rotation period - if lifetime, this may be from before other members were added
2. Verify all members are active and have connected emails
3. Check custom percentages are configured correctly
4. Look at recent enrollments to see pattern
5. Consider resetting rotation period (delete and recreate)

Member Showing 0%

Problem: Rotation member has 0 enrollments

Solutions:

1. Check if they're newly added (give it time)
2. Verify user is active in HubSpot
3. Check email is connected and working
4. Sync data in AutoSeq
5. Remove and re-add member to rotation

Numbers Don't Add Up to 100%

Problem: Percentages show 97% total

Explanation:

• This can happen due to rounding
• 3 members with 33.33% each = 99.99% displayed as 100%
• Small discrepancies (<1%) are normal

Optimizing Rotations

Finding the Optimal Period

Experiment with different periods:

• Daily: Best for high-volume, ensures daily balance
• Weekly: Good for medium volume, aligns with sales weeks
• Monthly: Low to medium volume, matches quotas
• Lifetime: Lowest maintenance, long-term fairness

Try each for a month and compare fairness scores.

Adjusting Custom Percentages

If using custom distribution, periodically review:

• Has team composition changed?
• Are percentages still appropriate for workload capacity?
• Should junior reps get more as they ramp up?

Related Pages

• Inbox Rotation Feature
• Execution Analytics
• Performance Insights
• Rotation Best Practices