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Assign ownership of records

Last updated: May 17, 2024

Available with any of the following subscriptions, except where noted:

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To assign records to HubSpot users, you can use the [Object] owner property for contacts, companies, deals, tickets, and custom object records. Each record can have one selected owner using the default property, but you can create custom user field type properties to select additional users related to the record.

A user must have access to an object to be assigned as a record owner (e.g., access to Contacts, to be the owner of a contact record).

Automatic owner assignment

There are certain scenarios where owners will be automatically set:

  • If a user manually creates a record, that user will be automatically set as the record's owner, unless they select a different owner during creation.
  • If you've turned on the Assign company owner to contact by default setting in your HubSpot account, contacts and their primary company will be automatically assigned to the same owner. Learn more about how the setting works.
  • If an unowned contact books a meeting on a user's scheduling page, that user will automatically be assigned as the contact owner. If a contact already has an owner and they book a meeting with a different user, the existing owner will not be replaced.
  • If you have the Salesforce integration enabled, your contact, company, and deal owner assignments will default to what is specified in Salesforce.

Assign record owners on an object home page

You can assign owners to records in bulk on each object index page.

  • Navigate to your records:
    • Contacts: In your HubSpot account, navigate to CRM > Contacts.
    • Companies: In your HubSpot account, navigate to CRM > Companies.
    • Deals: In your HubSpot account, navigate to CRM > Deals.
    • Tickets: In your HubSpot account, navigate to CRM > Tickets.
    • Custom objects: In your HubSpot account, navigate to CRM, then select the custom object.
  • Select the checkboxes next to the records you want to assign.
  • At the top of the table or board, click Assign.
bulk-assign-owners
  • In the dialog box, click the [Object] owner dropdown menu and select an owner.
  • Click Update.

Assign an owner on a record

  • Navigate to your records:
    • Contacts: In your HubSpot account, navigate to CRM > Contacts.
    • Companies: In your HubSpot account, navigate to CRM > Companies.
    • Deals: In your HubSpot account, navigate to CRM > Deals.
    • Tickets: In your HubSpot account, navigate to CRM > Tickets.
    • Custom objects: In your HubSpot account, navigate to CRM, then select the custom object.
  • Click the name of a record.
  • In the left panel, click View all properties.
  • Search for [Object] owner.

assign-owner-on-record

  • Hover over the property, click the dropdown menu, then select an owner.
  • At the bottom of the screen, click Save.

Assign owners via import

You can also assign owners to new or existing records in bulk via import. To assign an owner to an object during the import:

  • In your import file, include an [Object] owner column and add the name or email address of the user to each row in that column.
  • Import your file, and on the mapping page, map the column to the [Object] owner property.

Please note: users who are assigned a record through import will not receive a notification that they were assigned a new object.

Assign owners via workflows (Professional and Enterprise only)

Assign an owner to all enrolled records

You can automatically assign ownership to enrolled records using the Set [object] property value action in workflow. Select to set the [Object] owner property, then select the user that you want to assign the enrolled objects to. For example, you can assign the North America sales person to records created via form submissions from the United States.

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. You can also use branching logic to assign different owners to your objects based on different criteria.

Rotate records between multiple owners (Sales Hub and Service Hub Professional and Enterprise only)

Paid users in Sales or Service Hub Professional and Enterprise accounts can also rotate assignment between multiple users using workflows. The workflow will evenly distribute assignment to the specified owners through the Rotate record to owner action. Only records without existing owners will be assigned. If a record has an owner, you'll need to clear the value first, which can be accomplished in bulk with the Clear property value action.

Distribution of ownership for each rotate action is based on the assignment count for that particular action, not based on how many objects each user owns overall in your account. If you have multiple rotate actions in your workflow, each action will have a separate count. For example, if a Rotate [owner] action is set up for three owners:

  • When the workflow is turned on, all three owners for this action will have an assignment count of zero.
  • Since all three users have an equal assignment count, the first contact to reach this action will be randomly assigned to one of them.
  • After the first contact is assigned, there will be one owner with one lead, and two owners with zero leads. The next contact to go through the workflow will be assigned to one of the remaining two users that don't have any leads yet.
  • Once all three owners have been assigned one lead, they will all be eligible to receive the next lead.

Learn more about the Rotate record to owner workflow action.

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