Contact ownership not updating after meeting activity

Data Hub 💬 RevOps Discussions
1

I am using the round robin scheduler to book demos but I find that the contact ownership is not updating after the meetings are scheduled. It is still defaulting to ‘Unassigned-Ops team’ user.

Please note: I have kept the ‘Prioritize contact owner’ setting off. Also, we are using Hubspot and Salesforce CRMs.

Is this happening with anyone else? If yes, is there a workaround for this?

2

Hi @RalphM87, I hope that you are well!
Great question, thanks for asking the HubSpot Community!
For information, here are some resources on the topic:
- Assign ownership of records
- Understand group and round robin meeting availability
- Create scheduling pages with the meetings tool
How is the “Unassigned-Ops Team” user assigned to the meeting @RalphM87, please?
Is it via a workflow? Via Salesforce? Other?
Also, I’d love to put you in touch with our Top Experts who have experience in using the meeting tool: Hi @CarolinaDeMares, @Phil_Vallender and @danmoyle do you have any insights to share with @RalphM87, please?
Have a wonderful day and thanks so much in advance for your help!
BÊrangère

3

Hey @RalphM87. You’re experiencing something I see other HubSpot users also have found. You’re not doing anything wrong, the contact owner does not automatically update to the team member who was actually assigned the meeting. Instead, the ownership often remains with a default user like “Unassigned-Ops team” or whoever was previously set as the contact owner. From what I can find, and in my experience, HubSpot’s native round robin meeting scheduler does not automatically reassign the contact owner to the person who was actually booked for the meeting. Here’s a forum question with a solution that seems to have worked for some folks.

If ytou want to set up a workflow in HubSpot to automatically update the contact owner to the team member assigned to the meeting, here’s how I’d do it.

First, create a contact-based workflow that triggers when a meeting is booked (for example, via the round robin meeting form).

In the workflow, use the action to copy property value:

  • Source: The meeting’s “activity assigned to” property (this is the user the meeting was scheduled with).
  • Destination: The contact’s “contact owner” property.

Make sure to enable re-enrollment so the workflow triggers every time a meeting is scheduled.

Then, test the workflow to ensure it updates the owner as expected.

Since you have multiple team members, you may need to build branches for each user.

Hope that helps!

4

Hi @danmoyle thanks for your response. I have already built that workflow but I was trying to find a fix where it could directly do that upon the meeting being booked, especially because as soon as it hits the default user there is a contact ownership email that goes to the email associated with “Unassigned-Ops team” which is my company IT admin. Could I just turn these off with a notification setting so they dont get emails every time there’s a new contact with a meeting booked?

5

@RalphM87 I believe that to be right - managing notifications at the account user level would be my next step.