Integration Guides2025-12-05·4 min read·Robin Router Team

Zapier Round Robin Implementation - Step By Step Guide

Zapier has no native round-robin action. This guide walks you through connecting Zapier to Robin Router so every inbound lead gets assigned to the next rep in line — automatically, every time.

What You Need

A Zapier account (Webhooks by Zapier requires a paid plan)
A Robin Router account with a workflow and at least two robin group members

Step 1: Copy Your Webhook URL from Robin Router

Log into Robin Router. Open your workflow and go to the Endpoint tab. Copy the webhook URL.

Robin Router Endpoint tab showing webhook URL with Copy and Regenerate buttons, example curl request, and example JSON response

The URL looks like https://api.robinrouter.com/webhook/your-token. This is a unique, token-authenticated endpoint. Treat it like a password. If it's ever compromised, hit Regenerate to get a new one.

Step 2: Create a New Zap and Set Your Trigger

In Zapier, create a new Zap. Set up your trigger — this depends on where your leads come from. Examples: new form submission (Typeform, Google Forms), new CRM contact (HubSpot, Salesforce), new spreadsheet row (Google Sheets, Airtable), new ad lead (Facebook Lead Ads, LinkedIn).

Configure and test your trigger so Zapier has sample data to work with.

Step 3: Add the Webhooks by Zapier Action

Add a new action step. Search for "Webhooks" and select Webhooks by Zapier.

Zapier action search results showing Webhooks by Zapier Premium app for sending HTTP requests

Step 4: Select POST as the Action Event

For the action event, select POST. Robin Router's webhook endpoint expects POST requests.

Zapier Webhooks by Zapier action event dropdown with POST option selected

Zapier action event dropdown expanded showing Custom Request, GET, POST, and PUT options with POST highlighted

Step 5: Paste the Webhook URL

In the URL field, paste the webhook URL you copied from Robin Router. Set Payload Type to Form. Leave Data fields empty — Robin Router doesn't require a body to trigger the round-robin.

Zapier POST action configuration with Robin Router webhook URL pasted in the URL field and Payload Type set to Form

Set Wrap Request In Array to No. Leave all other fields at defaults.

Step 6: Test the Connection

Click Test step. Zapier sends a POST to your Robin Router webhook. You'll see the assigned team member's data in the response.

Zapier test step results showing successful Robin Router response with Success true, Data Name, Data Value, and Assignment ID fields

Zapier Data out tab showing parsed Robin Router webhook response with Success true, Data Id 4, Data Name User 4, Data Value, Data Custom Column 1 and 2, and Assignment Id

The response includes:

Success — true if the assignment worked
Data Name — The assigned member's name
Data Value — The assigned member's value (email, CRM ID, etc.)
Data Custom Column 1, 2, ... — Any custom columns you've configured
Assignment Id — A unique ID for this assignment

Use these fields in subsequent Zap steps — for example, Data Value as the CRM owner, or Data Name in a Slack notification.

Step 7: Verify in Robin Router Logs

Back in Robin Router, go to the Logs page. You'll see the test assignment logged with the full details — assigned member, timestamp, and assignment ID.

Robin Router Logs page showing Assignment Details modal with Assignment ID, Robin ID, member name, value, custom columns, timestamp, and input data JSON

Optional: Send Lead Data with Custom Request

If you want to pass lead data (name, email, source) to Robin Router so it's logged with the assignment, use Custom Request instead of POST.

Zapier Webhooks by Zapier action event selection with Custom Request option highlighted for sending lead data

Set the Method to POST.

Zapier Custom Request configuration with Method dropdown set to POST for Robin Router webhook

Set Data Pass-Through to False. In the Data field, add your lead information wrapped in input_data. Add a Header with key Content-Type and value application/json.

Zapier Custom Request body configuration with Data Pass-Through disabled and JSON body containing input_data with name, email, and source fields

Example body:

{
  "input_data": {
    "name": "{{trigger_name_field}}",
    "email": "{{trigger_email_field}}",
    "source": "typeform"
  }
}

The input_data object can contain any fields you want. Robin Router stores this alongside the assignment record in the Logs page.

Done

That's it. Your Zap is connected to Robin Router. Every time your trigger fires, the next rep in the round-robin gets assigned automatically. Add downstream steps (CRM update, Slack notification, email sequence) using the response data from Robin Router.