The vacation and distribution settings in Distro Fire are an easy way to define how the distribution should happen across your reps and also how Distro should behave during a vacation period.
Table of Contents:
How Distro Handles Vacation?
Distro can read vacation time automatically on a rep's calendar if they have blocked their calendar using all-day busy events. These events should have a 24-hour slot, with no gaps, and they can also be a series/recurrent. Partial OOO blockers (i.e., 9 AM to 3 PM) are not considered a vacation period or vacation day(s).
When a rep has the 24-hour blocker on their calendar, Chili Piper will skip that User in the Team round-robin to a different rep during this time.
If all reps happen to be on vacation at the same time, for example - on December 25th - Chili Piper will not route the prospect, and a message error will be displayed in the Distro logs.
This setting can be adjusted to determine how Distro should behave while a rep is on vacation and also when they return:
Enabled: A user on vacation will be paused from receiving distributions while away. Upon their return, they will be caught up to other users from meetings they did not receive while away. That said, they'll most likely receive more meetings than other reps upon their return, as Distro will catch up with the other reps' distribution levels.
- Disabled: A user on vacation will be paused from receiving distributions while away, but the Vacation Adjustment will maintain its position in the round-robin. Hence, upon their return, their priority is the same as that of other team members. The catch-up mentioned above for the "Enabled" status will not happen if you use the "Disabled" one.
Find additional details below about how the vacation can impact the distribution:
- If a user is OOO, they will not receive any record distributions through the round-robin;
- If all users in a Team are OOO simultaneously, then Chili Piper will skip the route, the prospect will not be distributed, and we will display an error in the Distro logs;
- If a record matches and is distributed via Ownership during the object owner's vacation, we'll still assign it to the owner.
This setting specifies how many days before vacation starts reps are removed from distribution and how many days before vacation ends they are re-added to distribution:
For example, suppose that John Doe is leaving on vacation from January 15th to January 30th. The screenshot above shows that the vacation buffer is set to 1 before and after.
In this scenario, the round-robin algorithm will disregard John on January 14th (1 day before starting the vacation period) and will include him back on January 29th (1 day before the vacation ends) to start booking meetings from January 30th onwards.
If you use "0" in both or one of the above buffers, the rep will be removed and added back to the distribution on the same days they started their vacation.
Still using John Doe's example above, if the buffers are set to 0, John will stop receiving objects on January 15th and start receiving them again on January 30th.
If a buffer is longer than a vacation period, for example, "5" is used as the buffer, and the rep has a 4-day vacation, the User will not be removed from distribution.
Last but not least, you can use different numbers in each buffer, as they don't necessarily need to be the same for starts/ends.
You can reset your round-robin fairness algorithm in a pre-defined cycle or even never reset it.
There are three reset options available:
- Monthly: Reset happens on the first day of each month;
- Quarterly: Reset happens automatically on the first day of each pre-defined month. In the Reset Month setting below, you can define which months the algorithm will be reset:
- Never: The distribution numbers will never be reset.
For Monthly and Quarterly options, the following should be considered as well:
- You must define the timezone considered to happen this reset. For example, if your company is CST-based, you would probably like to have the distribution reset at midnight CST monthly or quarterly;
- The reset will happen at midnight in the selected timezone, on the first day of each month (Monthly), or the first month of each quarter (Quarterly);
- If you switch from Monthly to Quarterly (or vice versa), current distribution stats won't reset immediately. You can view the last reset date on the Reporting page.