topic Re: Looking for Ideas: How to handle Ownership of Contacts and Companies in Tips, Tricks & Best Practices

Looking for Ideas: How to handle Ownership of Contacts and Companies

JRose3 — Thu, 24 Jul 2025 15:45:41 GMT

We have "X" number of contacts (employees) within our own company within HubSpot. Sometimes we have conversations with two or more employees and with a customer at the same time. In order for employee 1 to see employee 2, they need to either own employee 2 or employee 2 must be listed as No Owner. But what do we do if Employee 2 is management level and we do not want the employee 1 to have the ability to see their emails and such? For instance, I cannot have Employee 2 be "No Owner". I have to also keep the company as owned by say the president of the company, I cannot leave it as No Owner either. Posting this to see what some of your ideas are on how you handle your company and the employees within so that access is limited to the permission set granted?

Re: Looking for Ideas: How to handle Ownership of Contacts and Companies

Victor_Becerra — Thu, 24 Jul 2025 20:02:49 GMT

Hi @JRose3
Thank you for reaching out to the Community!
I'd like to invite some community members who are subject matter experts to join this conversation.
@TomM2 @Josh @franksteiner79 - Would you be able to share any insights on this? Your expertise would be greatly appreciated.
Best,
Victor

Re: Looking for Ideas: How to handle Ownership of Contacts and Companies

Josh — Thu, 24 Jul 2025 20:24:56 GMT

Hi @JRose3,

I wouldn't rely on the "no owner" option. I'd have multiple owner properties that specifically list Employee 1 and 2 as individual owners of those records and set their permissions to see things that they own. You can also do the same with CRM emails.

Now, if you wanted Emp 1 and 2 to see each others emails, you could set that permission to see their team's CRM emails, but if not, only their CRM emails.

Based on your description, Employee 1 is non management (probably set to see only their emails) and employee 2 management, they would probably see all crm emails.

I would suggest creating a matrix before going in and setting permissions and then set accordingly from there. If you're on Enterprise, you can use permission sets, which would make it much faster. If you don't have Enterprise, you can copy permissions to new users.

My answer isn't going to be as detailed as you need as you'll probably want to consider more variables, but I am certain there's a better way than relying on the no owner option as you described above. I'd be happy to dig into this further with you if needed, just book a meeting.

In the meantime, I hope that helps!

Josh