Assign Contacts in GoHighLevel Workflows
Using workflows in GoHighLevel is one of the best ways to automate lead routing, similar to how teams organize projects in ClickUp. This guide explains how to set up and use the Assign to User workflow action so every new contact is automatically assigned to the right team member without manual effort.
The Assign to User action lets you assign a single user or rotate contacts among several users, ensuring balanced workloads and faster responses to leads.
What the GoHighLevel Assign to User Action Does
In GoHighLevel workflows, the Assign to User action changes the Assigned To user on a contact record. This affects who sees the contact in their pipeline views, task lists, and notifications.
You can use this action when a contact:
- Fills out a form or survey
- Books an appointment
- Reaches a specific pipeline stage
- Meets other criteria defined in your automation
The action can be configured to:
- Assign a specific user
- Rotate contacts among multiple users
- Use conditions like availability or round-robin distribution
How to Add the GoHighLevel Assign to User Action
Follow these steps to add the assignment logic into a workflow.
Step 1: Open Your GoHighLevel Workflow
- Log in to your GoHighLevel account.
- Navigate to Automation in the left menu.
- Select Workflows.
- Open an existing workflow or click to create a new one.
Make sure your workflow already has a trigger (such as Form Submitted or Contact Created) so that contacts can enter the automation.
Step 2: Insert the Assign to User Action
- Inside the workflow builder, click the Plus (+) icon where you want to add the action.
- In the action list, search for Assign to User.
- Click the Assign to User action to add it to the workflow.
Position this action at the point where you want the assignment to occur, such as immediately after a contact enters the workflow or after qualifying steps.
Configuring GoHighLevel Assign to User Options
Once the action is added, you can decide how contacts will be assigned.
Assign a Specific User in GoHighLevel
Use this option when all contacts in this workflow should always go to the same team member.
- Click on the Assign to User action in the workflow.
- In the settings panel, choose Specific User (or equivalent single user option).
- Select the user from the dropdown list.
- Save or apply your changes.
This is useful for:
- Dedicated account managers
- Owner-only follow-up workflows
- Specialized product or service experts
Use Round Robin Assignment in GoHighLevel
Round robin distributes contacts evenly across a group of users. Each new contact is assigned to the next user in sequence.
- Open the Assign to User action settings.
- Select the round-robin or team assignment option.
- Choose all users who should receive leads.
- Confirm and save your configuration.
This option is ideal for:
- Sales teams sharing inbound leads
- Support teams handling ticket-style requests
- Call centers distributing calls or SMS conversations
Additional GoHighLevel Assignment Considerations
When setting up the Assign to User action, keep these points in mind:
- User status: Only active users should be added to rotation.
- Permissions: Ensure users have access to the location and pipeline.
- Notifications: Confirm users receive alerts when they are assigned a new contact.
Best Practices for GoHighLevel User Assignment
To get consistent results from your workflows, use these best practices when configuring assignment in GoHighLevel.
Clarify Ownership Rules
Define clear internal rules for who should be assigned specific types of contacts, such as:
- Leads from particular forms or funnels
- High-value deals from certain sources
- Existing customers needing account management
Reflect these rules in your workflow setup so ownership is always accurate.
Combine Conditions with Assign to User
You can improve routing logic by adding conditions before the assignment action. For example:
- Use If/Else actions to check tags, pipeline stages, or custom fields.
- Send VIP leads to senior reps and regular leads to the general team.
- Route contacts from different countries to region-specific users.
This layered approach ensures that the Assign to User action in GoHighLevel supports your overall sales and support strategy.
Review Workload Distribution
Monitor lead distribution with your reports and pipelines to verify that round-robin assignments are balanced. Adjust the list of users in the action when team members join or leave, or when responsibilities change.
Troubleshooting the GoHighLevel Assign to User Action
If contacts are not being assigned as expected, review these areas:
- Workflow status: Confirm the workflow is published or active.
- Trigger settings: Make sure contacts actually meet the trigger conditions.
- Action order: Verify no earlier action removes or changes user assignment unexpectedly.
- User availability: Ensure selected users are active and still part of the location.
You can also test your configuration by manually adding a test contact that enters the workflow, then checking the contact record to see which user is assigned.
Where to Learn More About GoHighLevel Workflows
For further technical details about the Assign to User action and related settings, refer to the official GoHighLevel support documentation: Workflow Action: Assign to User.
If you need broader strategy help integrating workflows, user assignment, and CRM structure, you can also explore implementation services at Consultevo, which specializes in marketing automation systems.
Summary
The Assign to User workflow action in GoHighLevel plays a central role in automating ownership of leads and contacts. By adding this action to your workflows, choosing between specific user assignment and round-robin distribution, and combining it with conditions, you can create a predictable, efficient routing system that supports your team and improves response times.
Configure, test, and periodically review your setup to ensure that user assignment continues to match your evolving sales, support, and service processes.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.
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