What is contact owner HubSpot?

When you create a new Contact record within HubSpot CRM (or any other platform), it's often not clear what role they will play within your organization. For example, if you're managing several different departments of your business, like sales, marketing, customer support, etc., you may want each department to have their own specific contact information that only those teams can see. Or maybe there are certain people who need access to everyone's data so they can provide assistance with accounts outside of their team. In these cases, assigning ownership of Contacts can be helpful.

In this article we'll explain exactly what contact owners are and show you how to use them correctly based on which platforms you currently use. We'll also discuss the differences between "contact" vs. "account," as well as how to manage multiple contact owners within one system.

What does contact owner mean on HubSpot?

If someone has been assigned as the "owner" of a particular contact record, that means anyone working under them would have full permissions to edit and update all aspects of that person's profile. They could add phone numbers, email addresses, social media profiles, notes, locations, messages, tasks, events, and more. If you assign two employees from separate departments as co-owners of one contact, then both groups would still be able to view everything about the same contact without needing to sign into separate user accounts. This makes it easy to share Contacts across various teams while keeping things organized at the same time.

The Owner field just below the name section lets users choose whether their group wants to take over editing or viewing privileges. The default setting is Edit Privileges & View Privileges, but if you select either option, the next step asks whether you'd prefer to grant read-only or write permission. Once you've made your choice, click Save Changes.

Note: You cannot delete contacts once they become owned by another member of staff. However, you can move a contact out of its current position and put it back where it belongs after doing so. To remove someone from ownership completely, you must first deactivate their profile through the Admin tab. Then, go to Settings & Privacy Controls & Deactivation and enter their username in the box that appears. From here, select Remove User.

You should note that when you make changes to a contact’s details such as their mobile number, address, title, gender, birth date, age, or relationship status, those updates won't reflect until the next scheduled synchronization—which typically occurs daily during normal operation. So even though you might think you changed something right away, you actually wouldn't know unless you ran the sync again. That said, HubSpot provides plenty of useful tips and tricks to help you speed up syncing times.

What does account owner mean?

Account owners are similar to contact owners, except instead of being associated with one single contact, they're linked directly to a single Account. An account owner can control every aspect of that account, including adding or removing members, changing passwords, and creating additional Accounts. When dealing with many different customers, having account owners helps keep tabs on the relationships and activities related to each unique client. One way to differentiate between Customers and Accounts is to consider Customer Accounts as long term clients, whereas Customers themselves are short-term contracts.

Here are some examples of ways in which account owners differ from contact owners:

Contacts can belong to multiple accounts simultaneously, whereas account owners can only hold membership in one at a time.

It's possible to transfer Ownership of a contact from one account to another, but it isn't possible to switch account ownerships.

Once a contact becomes an account owner, it can never fall victim to deletion. Even if you accidentally close the wrong window, the record remains safe because deleting it would break whatever connection it had established with its corresponding account. On the other hand, deleting a contact removes it entirely from your list, permanently erasing all traces of it from your database.

What is an account owner in Salesforce?

As mentioned above, when you create a Contact Record inside Sales Cloud (formerly known as Force.com) it defaults to becoming an Account Owner. Doing so gives your administrators complete control of the Contact and allows them to modify almost anything about it, including the following fields: Phone Number(s), Email Address(es), Mobile Number(s), Company Name, Job Title, Department/Location, Social Media Profiles, Notes, Messages, Events, Tasks, and Custom Fields.

To decide who owns a given account, simply open the Manage Members page via Setup > Security Access > Member Management, then check off the boxes beside the individuals' usernames. Your admins can then adjust settings for each selected member individually, just as they would if they were trying to get approval to give others write access to an Account.

One thing worth mentioning is that although the majority of users seem fine with giving admin rights to non-technical folks, we recommend letting tech experts handle security issues and privacy concerns. It's especially important to ensure compliance when handling sensitive client info.

How do I change a contact owner for multiple contacts in HubSpot?

There aren't too many occasions in which you would want to reassign ownership of existing contacts. But if you find yourself in a situation where you need to change the primary contact on several records, you can accomplish this task easily through the Workflow automation tools available on HubSpot's MyScript Studio. These allow you to run prewritten scripts that perform actions based on conditions or triggers provided by you. Here's how to customize the workflow to suit your needs:

1. Go to File > New Script Workflow. This opens a blank editor window containing the basic code structure necessary to build your custom script. Feel free to copy and paste snippets of sample codes found throughout our documentation pages and blog posts, or you can download our starter library for more ideas.

2. Once you're ready to begin writing code, head to the menu bar on top of the screen and click +MySQL Database Query. Select All Records With A Specific Field Value and press Run Script. This query returns every Contact record that contains the specified value in a specific field ("email"). Now, let's say you wanted to return all Contacts whose Emails contained @hubspot.com. Instead of typing out the SQL statement yourself, type #Email_contains("@Hubspot")# and hit Enter. This line instructs MySQL to search for strings enclosed in parentheses (#...#). Next, add && before the end result of your command so that it reads "#Result:"+Email_contains("@Hubspot")&&". Finally, scroll down to the bottom of the window and click Create Code.

3. Give it a meaningful name and save it somewhere accessible. Make sure to enable the Execute button beneath the file properties panel. Clicking this icon causes your newly created workflow to execute immediately upon saving.

4. Now, whenever you want to change the contact owner for multiple records, just highlight the text you wish to replace and rename it to Change Contact Owner. Afterward, double-click on it and follow the prompts to continue building your customized code.

5. Now that your workflow is built, you can start testing it! Double-check your syntax and input values according to your desired logic. Remember, you can always come back and edit the code later if needed.

After running your workflow successfully, you can now proceed to duplicate it by clicking Duplicate Script, then selecting Add Another Step Below This One. Repeat steps 1-6 above until you reach a point where you'd like to stop duplicating your original workflow.

At this stage, you can now tweak the final version of your customization to fit your exact requirements. Don't forget to test your modified code thoroughly for errors before moving forward. And don't worry if your workflow doesn't produce results the way you expected, since you can always rework your code and try again.

When creating an account on HubSpot CRM, it's easy to forget one important detail about each customer record that needs to be entered—who owns it?

This can get especially confusing if you want to assign different owners to different accounts (so they don't all appear as "Owner," but rather something like "Account Manager" or "Salesperson"). Or maybe you have several people working at the same time on these accounts, so assigning different individuals based on their skillset makes more sense. In any case, there are two ways you can go about this, depending on what type of data field you're looking to change.

One way is by setting up a Contact Owner for each specific person who will own each particular contact record. This means changing the default ownership from "owner" to whatever name you'd prefer per contact. The other option is to use the existing "Assign" function within HubSpot Salesforce Workflow. We'll walk through both methods below.

So first things first...what exactly does the term "contact owner" mean? It refers to whoever holds the power over making changes to a given contact record. For example, let's say your client has three employees ("John Doe", "Jane Smith", and "Joe Bloggs") whose information you've already added into the system. You want John to take care of updating Jane's info whenever she completes her part of the sales cycle. To make sure he knows which employee should handle his clients' requests, you would create a new Contact Owner called "Employee 2". Once assigned, John can then click Edit next to Employee 1 under My Contacts & Companies to see the options available to him. From here, you could either edit the details yourself or select Manage Ownership from the dropdown menu to choose someone else to manage the task instead.

If you were only interested in editing certain fields on the profile page, such as email address, phone number, title, etc., however, we recommend using the second method described below since it allows you to easily access those settings via the main navigation bar. If you need to update more than just some of the basic info, though, the following section will show you how to set up custom contact owners in HubSpot Salesforce workflow.

How do you Create a contact owner in HubSpot?

Creating contact owners is actually pretty simple. First off, log into your HubSpot account. Then head into Customer Service & Settings > Customers & Accounts. Next, look down the left sidebar where you'll find the list of customers currently active in your system. Click the pencil icon next to whichever ones you wish to add contact owners to. A small window will pop open asking you to give them names. Enter whatever terms suit your situation best (e.g. Account Manager) and hit Save Changes when done. Now every time you view this customer's profile, you'll notice that the label next to the Company field says Contact Owner---that's because this was automatically generated for you once you created said contact.

Note: Creating contact owners doesn't necessarily require having a separate profile page for each contact. As long as you know the exact name of the contact, you can search for the right profile using the Find People feature (which looks like a magnifying glass). Use the Search box located underneath All Fields to narrow down results further.

After doing this step, HubSpot will prompt you to save any additional steps you may have after adding users to specific accounts. These actions include setting up automation rules and sharing certain profiles publicly. However, we highly suggest reviewing this part before moving onto anything else.

Now let's move on to the topic of changing contact owners.

Can you associate a contact with multiple companies HubSpot?

Absolutely! While this sounds counterintuitive, it works great if you're in charge of managing many different projects simultaneously. Here's how you can link multiple accounts together without messing around with Contact Ownerships.

First, navigate to a contact you wish to re-assign. Head back into the Customer & Services tab mentioned above. Instead of clicking the pencil icon beside the current contact's entry, scroll down until you spot a purple button labeled With Projects. When clicked, this opens up a few preconfigured selections regarding whether to import, export, duplicate, and delete the contact altogether. Choose Import/Export. Afterward, another popup comes up saying you must connect the selected account(s) to your account first. Select Connected Accounts. Finally, follow the prompts to finish connecting everything. Upon completion, check out the updated contact. Its last column now displays the project associated with its respective account.

As you can tell, this isn't ideal for everyone. But if you're dealing with a handful of short-term contracts or temporary assignments, it might work better for you. Also keep in mind that deleting a contact removes any linked accounts too. So you wouldn't want to do that unless absolutely necessary.

Another thing worth mentioning is that HubSpot won't allow you to link multiple accounts to the same contact. Meaning you cannot set up a couple different managers handling the same clients while keeping their contact information consistent across the board.

Also, note that if you try linking an account that hasn't been connected yet, HubSpot will ask you to enter login credentials so it can verify your identity. Make sure to double-check the credentials for each account before proceeding. Otherwise, you risk opening yourself up to phishing attacks.

How do I Change the owner of a contact in HubSpot?

Changing contact owners requires two extra clicks. First, locate the contact you want to modify. Then, click the arrow pointing downward next to the company label. Scroll down until you reach the Assign text. Hit the blue circle beneath that, followed by Edit. Another dialog box pops up letting you pick from various options to assign ownership to. Pick one of the listed categories and continue choosing from the subcategories that apply to you.

Once chosen, press OK again. That's it! Your contact will now display differently according to the role you chose. Of course, you can always switch back to the original owner by going into the Customize Labels section and selecting the desired option.

How do I reassign a deal on HubSpot?

HubSpot offers a handy Reassign Deals feature that lets you quickly move deals between teams. Let's say you had five team members assigned to take calls and close business proposals, and you wanted to transfer the remaining portion of the contract to your marketing department. Simply follow these steps:

Go to the Deal Details pane and locate the deal you wish to reassign.

Next, hover over the header image and click the eye symbol that appears. This brings up a panel containing all involved parties. Look for the Team Members heading and drag and drop the relevant entries to whom you'd like to pass responsibility over. In our instance, we dragged Marketing Group A to New Team Member B.

Lastly, review the resulting changes. If everything is correct, click Submit. Congratulations, you've successfully transferred the deal to another team member!

We hope you found this guide helpful! And if you ever run into trouble, feel free to reach out to us directly at support@hubspot.com. Happy HubSpoting!

HubSpot's Contact Manager lets you assign users as owners of Contacts (or Companies) that are not automatically assigned when they log into their account. You can also use this feature to create groups within your accounts without creating multiple user profiles, which makes it easier to manage. In addition, if you have several teams working on different projects, setting up your own custom team-based ownership structure is helpful.

In order to do so, we'll first need to understand what an Owner is under HubSpot's terms.

What is a contact owner HubSpot?

An owner in HubSpot refers to any person who has access to a specific record type like a contact or a company. This means that anyone with the link to that record will be able to edit its information, including adding new entries. The owner can also delete the record, but only after he removes himself from being the owner.

If one person owns more than one record at once, there are two ways to go about assigning them to a particular group. If you want to add many people to just one group, you may opt to select all instances of that same type of entity in the list view. Then click Edit Settings " Ownership & Permissions and check off the boxes next to the members you wish to include in the group. Once done, hit Save Changes.

Alternatively, if you plan on managing each instance separately, you would navigate through the list of entities one by one. Click Edit Settings " Ownership & Permissions, then choose Add User/Group from the dropdown menu beside Group Memberships. Enter their names and email addresses, and check the box beside Create New Record Type. Finally, save changes.

You can even make a few extra choices regarding these permissions such as whether to allow editing privileges or just creation and deletion rights. After making your selection, continue onto the next section where we discuss some special features related to contact owners.

Who is contact owner in HubSpot?

Unlike regular users, contact owners cannot see other contact details nor update fields like phone numbers, emails, social media handles, etc., unless explicitly allowed. They are restricted to viewing basic data like name, address, city, state, zip code, website URL, mobile number, birthday, gender, job title, LinkedIn profile, Twitter handle, Facebook page, Instagram username, Google+ Profile ID. To change those settings, open Account Details from your Dashboard and switch to the Security tab.

As mentioned earlier, HubSpot offers a convenient way to create groups based on roles or departments. For example, you could categorize your employees according to sales, marketing, support, accounting, human resources, etc. By doing this, owners belonging to certain categories won't be able to see other records pertaining to other areas. However, this restriction doesn't apply to external clients—that is, prospects and customers—who can still interact with both internal staff and partners.

Furthermore, HubSpot provides a simple mechanism to filter out unwanted content sent via email. When someone sends you something unsolicited, simply forward the message to trash@contacts.hubspot.com. Your recipient will receive an automated response saying that the sender was unable to deliver the message due to technical reasons. This feature can help reduce spam while keeping everyone safe online.

Lastly, you might wonder why HubSpot allows non-owners to modify contact details. One reason is security purposes since anyone can tamper with important information like birthdays, phone numbers, and home addresses. Another is to prevent potential conflicts between co-workers, say, if John Doe wants to change his wife's last name but Mary Smith already changed hers to match her husband's. Lastly, it helps avoid duplicate entries.

Note that anyone can become a contact owner regardless of role. Just because you're technically higher up does not mean that you should assume control over others' accounts. It's best to stay rational and avoid micromanaging too much. And always remember that every time you enter new information, you must verify it before saving.

What is a contact owner?

A contact owner is someone who holds administrative control over a single record type. These individuals will get notifications about updates made to the record type, plus be notified whenever someone tries to change the record type itself. Furthermore, contact owners can remove themselves from becoming contact owners without removing themselves from owning said record type.

The most common scenario involving contact owners occurs when an employee leaves the company. An HR department should ideally take charge of terminating the employee's account, either immediately or after giving him adequate notice. Otherwise, whoever is currently listed as the contact owner of the account will remain responsible until the end.

On a side note, HubSpot recommends against changing contact owners manually. Doing so could result in lost client info, missed opportunities, mismanaged tasks, etc. That's why HubSpot gives administrators the option to block users from updating their account.

How is contact owner set HubSpot?

Setting the owner of contacts comes down to three options: manual assignment, workflow actions, and automation. Let's walk through each step below.

Manual Assignment

To manually assign yourself as contact owner for a given contact, head on to My Workplace " People Pools. On the right sidebar, scroll down to the Manage Users section. There, look for the entry labeled Set Contact Owner and click View More Actions. Now, choose Assign User/Group as Contact Owner from the popover window, followed by selecting your preferred target. Hit Done!

Workflow Action

For large lists of contacts, assigning users as contact owners using workflow actions is recommended. Here's how to do it:

Navigate to My Workplace " People Pools, then find the record you'd like to edit. Next, drag the blue icon to the left pane. A small popup window will appear asking you to give the action a meaningful label. Choose Assign User/Group as Contact Owner, then input the intended user's name. From here, hit Done.

Once you've created the rule, it will show up on the main panel of your selected record type. At the bottom of the screen, you'll see the text Authorized Users. Selecting this field opens up another dialog allowing you to pick additional parameters such as the date range during which the rule applies, limit the scope to specific types of entities, etc. Allowed values depend on the record type you're modifying. Check out our guide to building better workflows if you don't know how to proceed further.

Finally, click Save Changes.

Automation

When dealing with lots of contacts, automating the process becomes essential. As a matter of fact, HubSpot provides built-in tools to accomplish this task. We recommend going with the latter approach since it takes less effort and saves you from repetitive chores.

Here's how to enable automatic assignments:

From the top bar, hover over My Workspace " Tools and select Automations. Find the item titled Update Multiple Entities With Selected Fields. Drag the green icon to the desired location. Give the action a descriptive name, then decide how often you'd like to run it. Make sure to tick Run Task Only If Condition Met.

Next, add conditions to determine which users will execute the action. Look for Change State, Filter Data, Match Criteria, and Use Field Values. Remember that you can combine these criteria together and even add exceptions.

Afterward, fill in the rest of the required fields. These include Who Should Perform This Automation?, What Do I Want It To Do?, How Often Will It Be Called?, Name Of The Person(s) Involved, Email Address Of The Person(s). Finally, hit Save Changes.

Now, let's move onto the final steps needed to complete setting the contact owner.

Adding new contacts to HubSpot usually involves entering personal information like name, address, email, phone number, etc. But did you know you can skip this tedious part altogether? Simply upload an Excel file holding all relevant contact information, then import it directly into HubSpot.

Just follow these instructions:

Download Microsoft Office 365 subscription ($120 per year), sign in, and launch Word 2016. Go to File " Open " Import Spreadsheet..., locate the downloaded spreadsheet file, and select OK. You now have the option to rename columns and rows, adjust row heights, sort data alphabetically, and copy formulas across sheets.

Head back to Home " Browse " Files and select Upload File. Navigate to your chosen document, select it, and hit Upload.

At long last, you'll finally be ready to start filling out your contacts. Enjoy!

Have questions or suggestions about this article? Feel free to share them with us in the comments below.