The Ultimate Guide to Empowering Your Team: How to Change Owner in HubSpot

In the dynamic world of HubSpot, managing your contacts and deals effectively is paramount. As your team grows and responsibilities shift, you might find yourself needing to transfer ownership of contacts, deals, or even entire companies. Knowing how to change owner in HubSpot empowers you to streamline your workflow, ensure accountability, and maintain a cohesive team structure. This comprehensive guide will walk you through the process, covering various scenarios and providing valuable tips.

Understanding Ownership in HubSpot

Before diving into the practical steps, it’s essential to grasp the concept of ownership in HubSpot. Ownership in HubSpot signifies the individual or team responsible for managing a specific contact, deal, or company. This person or team has primary access to the record, can update information, and is responsible for moving it through the sales pipeline.

Why Change Ownership in HubSpot?

There are many reasons why you might need to change ownership in HubSpot. Here are a few common scenarios:

• Team restructuring: If your team undergoes a reorganization, you might need to transfer ownership of contacts and deals to new team members.
• New hires: When onboarding new sales representatives, you’ll likely assign them ownership of specific contacts and deals.
• Lead qualification: As leads progress through the sales funnel, you might transfer ownership to a specialist team for further qualification.
• Account management: For larger accounts, you might assign ownership to a dedicated account manager who will oversee all interactions.

How to Change Ownership in HubSpot: Step-by-Step Guide

Now, let’s delve into the practical steps of changing ownership in HubSpot:

1. Access the Contact, Deal, or Company:

• Navigate to the “Contacts,” “Deals,” or “Companies” section in your HubSpot portal.
• Locate the specific record you wish to change ownership.

2. Select “More” Actions:

• Click on the three dots ( “…” ) located next to the record’s name.
• Select “More” from the dropdown menu.

3. Choose “Change Owner“:

• In the “More” actions menu, select “Change Owner.”

4. Assign the New Owner:

• A pop-up window will appear. Here, you’ll have the option to select the new owner from the list of users in your HubSpot account.
• Choose the appropriate user who will now be responsible for the record.

5. Confirm the Change:

• Once you’ve selected the new owner, click the “Change Owner” button to confirm the transfer.

6. Notification and Confirmation:

• HubSpot will automatically notify both the previous and new owners about the change.
• You can also choose to add a custom message explaining the reason for the transfer.

Advanced Ownership Management Techniques

While the basic steps above are straightforward, HubSpot offers additional functionalities to enhance your ownership management:

1. Mass Ownership Changes:

• For large-scale changes, you can use the “Mass Update” feature.
• This allows you to change ownership for multiple records simultaneously.
• This is particularly useful for team restructuring or when transferring ownership based on specific criteria.

2. Ownership Rules:

• HubSpot allows you to set up automated ownership rules.
• These rules can automatically assign ownership based on pre-defined conditions, such as contact location, industry, or deal stage.
• This streamlines ownership management and ensures consistency across your workflow.

3. Team Ownership:

• You can also assign ownership to entire teams instead of individual users.
• This is helpful for collaborative projects or when multiple team members are involved in managing a contact or deal.

Tips for Effective Ownership Management

• Communicate clearly: Inform both the previous and new owners about the ownership change. Explain the reason for the transfer and ensure a smooth handover.
• Document the process: Maintain a record of ownership changes for future reference and accountability.
• Use ownership rules strategically: Implement rules that align with your sales process and workflow.
• Train your team: Ensure your team understands the importance of ownership and how to effectively manage it in HubSpot.

The Future of Ownership in HubSpot

As HubSpot continues to evolve, we can expect more sophisticated ownership management tools and features. The platform is likely to incorporate artificial intelligence and machine learning to automate ownership assignments based on complex factors and optimize team performance.

Your Ownership Journey Begins

Changing ownership in HubSpot is a simple yet powerful action that can significantly impact your team’s efficiency and productivity. By mastering this skill, you can ensure seamless transitions, maintain a clear chain of responsibility, and ultimately drive better results.

What You Need to Learn

Q1: Can I change ownership of multiple contacts or deals at once?

A1: Yes, you can use the “Mass Update” feature to change ownership of multiple records simultaneously. This is particularly useful when you need to transfer ownership across a large group of contacts or deals.

Q2: Can I set up rules to automatically assign ownership based on specific criteria?

A2: Yes, HubSpot allows you to create ownership rules that automatically assign ownership based on pre-defined conditions, such as contact location, industry, or deal stage. This helps streamline ownership management and ensure consistency across your workflow.

Q3: Can I assign ownership to a team instead of an individual user?

A3: Yes, you can assign ownership to entire teams instead of individual users. This is helpful for collaborative projects or when multiple team members are involved in managing a contact or deal.

Q4: What happens to the ownership of a contact or deal if the assigned owner leaves the company?

A4: When an owner leaves the company, HubSpot automatically assigns ownership to the next available user in the team hierarchy. If no other user is available, the contact or deal will remain unassigned until you manually assign a new owner.

Q5: Can I track ownership changes over time?

A5: Yes, HubSpot provides a history of ownership changes for each contact, deal, and company. This allows you to see who has owned the record at different points in time and understand the ownership journey.