Assign ownership of records

Last updated: February 26, 2019

HubSpot uses the Contact owner, Company owner, Deal owner, and Ticket owner properties to set the ownership of a contact, company, or deal. You can also assign additional owners using a custom HubSpot user field type property. Any HubSpot account users with access to contacts can be designated as owners.

There are several ways to assign owners to records in HubSpot:

Please note: if you have the Salesforce integration enabled, your contact owner assignment will default to what is specified in Salesforce

Assign an owner to a single record

  • Use the search bar at the top to find the [Object] owner property, then click the dropdown menu under the property and select an owner.
  • At the bottom of the screen, click Save.

Bulk assign an owner to multiple records

  • In the dialog box, click the Assign selected items to this owner dropdown menu and select an owner.
  • Click Assign.

Assign owners using workflows (Sales Hub Professional or Enterprise, Service Hub Professional or Enterprise)

Assign one owner to all enrolled objects

If you have access to the workflows tool, you can automatically assign ownership to enrolled objects using the Set [object] property value action. Select your owner property, then select the user that you want to assign the enrolled objects to.

Please note: you can only assign ownership via workflows to users with a paid Sales Hub or Service Hub Professional or Enterprise seat.

To automatically assign ownership to your other owners, you can clone your workflow, change the enrollment triggers based on the assignment rules for each owner, and update the selected owner in the Set [object] property value action. Alternatively, use branching logic to assign different owners to your objects based on different criteria.

Rotate objects to multiple owners

If you have access to a certain object-based workflow, you can also automatically rotate that specific object among specific users with paid Professional or Enterprise seats or between users in a team with paid Professional or Enterprise seats using the Rotate leads action in your contact-based workflow or the Rotate [object] to owner action in your company-based, deal-based, quote-based, or ticket-based workflows.

Rotating your objects with a workflow will evenly distribute incoming objects to specified owners, or owners within the specified team. The lead rotator will randomly assign leads to whichever owner has the lowest lead count.

Because more than one owner could have the lowest object count at a given time, all owners will come out with the same number of leads from the Rotate leads or Rotate [object] to owner action, but the order in the lead assignment may vary.

Keep the following in mind when using the Rotate leads action and the Rotate [object] to owner action:

  • You can only rotate ownership to users that have been assigned paid Professional or Enterprise seats. These are the Sales Hub Professional and Enterprise seats, and the Service Hub Professional and Enterprise seats.
  • The action will not assign a owner to an object if it already has an assigned owner.
  • If you add or remove owners from the action after your workflow has been turned on, the distribution assignments will reset and the random assignments will start again. Newly enrolled objects will be rotated to all of the selected owners or team members evenly, regardless of the rotation assignment counts for previously enrolled objects.
  • If you have more than one Rotate leads or Rotate [object] to owner actions in your workflow, the actions will execute independently of one another. Ownership will be distributed to all owners in each action evenly, but distribution percentages from other actions in the workflow will not be taken into account.
Please note: users who purchased Marketing Hub Professional or Enterprise before November 1, 2017 will also have access to the Sales Hub Professional workflow actions, including the Rotate leads action. Users who purchased Marketing Hub Professional or Enterprise after November 1, 2017 will need to purchase Sales Hub Professional to gain access to the Rotate leads action.