Why It Matters
Manually assigning project managers to every new project is time-consuming and can lead to uneven workloads. A round-robin queue automates this by distributing new projects evenly (or by a chosen logic) across a defined pool of users. This ensures fair distribution, faster project kickoff, and removes the bottleneck of someone having to manually decide "who gets this one" every time.
What You Need
Admin access to Settings
Permission to edit Project Round Robin Queues
A defined list of users (project managers) who should be part of the rotation
Clarity on the queue type you want to use before setup, since this determines how assignment logic behaves
Step-by-step Instructions:
Step 1: Click “Settings”.
Step 2: Locate “Project Round Robin Queues” in the Settings list.
Step 3: Click the “Edit” icon.
Step 4: Turn the “Enable Project Owner Round Robin” toggle on.
Step 5: Click the “Add Queue” button.
Step 6: Select your preferred type.
Step 7: Select preferred users from the list. You can select one or more. Click “Save”.
Step 8: Once created, the queue will be added to the list. Next time a project is created, depending on the type selected, the project manager will be assigned. Click “Update” to finish the process.
Pro Tip
Before enabling the toggle, make sure your list of selected users is actually accurate and up to date. It's a good habit to review your Round Robin Queues list quarterly (or whenever team composition changes) rather than treating it as a "set and forget" configuration.
Troubleshooting
Issue | Likely Cause | Fix |
Toggle won't turn on / greyed out | Insufficient permissions | Confirm you have admin/settings-level access |
"Add Queue" button not creating a new queue | Required fields (type or users) left empty | Ensure you've selected a type and at least one user before saving |
New projects aren't being auto-assigned | Round Robin toggle wasn't enabled, or "Update" wasn't clicked after setup | Revisit Step 4 and Step 8 to confirm both the toggle and Update step were completed |
Same PM getting all new projects | Queue type selected doesn't match intended distribution logic, or only one user was added | Review the queue type and confirm multiple users are selected in Step 7 |
Queue disappeared from the list | Changes weren't saved properly | Redo the queue setup and ensure "Save" and "Update" are both clicked |
Real-Life Case
Scenario: A growing agency has five project managers and is tired of the ops lead manually deciding who gets each new client project; a process that often leads to some PMs being overloaded while others have light weeks.
The ops lead:
Goes to Settings → Project Round Robin Queues → clicks Edit
Turns on Enable Project Owner Round Robin
Clicks Add Queue, selects the round robin type, and adds all five PMs to the rotation
Saves the queue, then clicks Update to activate it
Change Log
Date | Change |
1st September, 2026 | Content rewritten for better understanding and contractor-friendly tone |