topic Re: Re-routing pipeline deals in Tips, Tricks & Best Practices

Re-routing pipeline deals

LTuohimaa — Wed, 11 Jun 2025 10:33:32 GMT

Hi! I'm the sole recipient of deals coming to our B2B pipeline from a Hubspot form on our website. How can I change the recipient(s) for my coming holiday and then back again after my return?

Re: Re-routing pipeline deals

ArisudanTiwari — Wed, 11 Jun 2025 11:00:46 GMT

Hi @LTuohimaa ,

To temporarily reroute deals coming into your B2B pipeline from a HubSpot form during your holiday, and easily revert the settings once you return, you can adjust the deal owner assignment settings in HubSpot. Here's a step-by-step guide to manage this process efficiently:

Option 1: Reassign Deal Owner via Workflow (Recommended)

1. Create a New Workflow

Go to Automation > Workflows in HubSpot.
Create a Contact-based or Deal-based workflow triggered by form submissions or deal creation.

2. Set Deal Owner to an Alternate User

Add an action such as "Rotate record owner" or "Set property value" for the Deal Owner.
Assign the deals to the teammate covering for you during your time off.

3. Activate the Workflow

Enable the workflow before your holiday begins so new deals are automatically assigned to your backup.

4. Revert After Your Return

Once you're back, deactivate the workflow.
Optionally, set up a second workflow to reassign ownership back to you for new deals or make manual adjustments.

Option 2: Use a Shared Email or Team Inbox

If available, consider routing form notifications to a shared inbox (e.g., sales@yourcompany.com). This minimizes the need for constant owner changes and allows your team to manage leads collectively.

Option 3: Update Notification Recipients Manually

If you rely on form submission notifications via email:

Temporarily update the notification email in the form settings to your colleague’s address.
Revert the email back to yours after your holiday.

This setup ensures seamless lead routing while you're away, with minimal manual effort upon your return. Let me know if you'd like help configuring the workflow or if you’re working within a specific HubSpot plan.

Re: Re-routing pipeline deals

Nhal — Thu, 26 Jun 2025 12:35:59 GMT

You're on the right track with wanting to reroute deals during your break; no one wants leads sitting idle. Are you already using HubSpot’s Pro plan with workflows? If so, here’s a quick fix I’ve used: set up a deal-based workflow where the trigger is something like “Deal created in B2B pipeline,” then add an action to assign the deal to a teammate who’s covering for you. Turn the workflow on before your holiday and just toggle it off when you return. I’ve done this myself, and it worked like a charm. Just don’t forget to set a reminder to disable it after your break. If you’re on the Starter plan, let me know and I can share a workaround. 🙂

Re: Re-routing pipeline deals

LTuohimaa — Thu, 26 Jun 2025 12:49:50 GMT

I think we are on a Starter Plan so please share the workaround 😊

Re: Re-routing pipeline deals

kepan — Mon, 02 Feb 2026 02:42:58 GMT

Hi @LTuohimaa — if you're on Starter without workflows, the easiest approach is to handle the "while I'm away" routing outside of HubSpot and just write the owner back to the record.

One simple option is just temporary notifications with manual triage. Add a teammate as an additional recipient on the form notification (or route to a shared inbox like sales@), and while you're out, they pick up new submissions and assign or create deals as needed.

If you want something more automated, you can set up a quick Zap or Make scenario that triggers on new form submissions and either creates a deal or updates the owner to your covering rep. When you're back, just turn it off.

If you want this to be easily toggle-able — set your out-of-office dates, have routing automatically switch over, then switch back when you return — I built a small tool for Starter teams that handles simple routing and round robin without needing to upgrade. Happy to share more if that's useful.

Quick question: does your form currently create a deal automatically, or are you creating deals manually from submissions?