Different required fields for manual Contact creation depending on the team

Service Hub Tips, Tricks & Best Practices
1

Hi everyone,

I’m looking for best practices from those who have dealt with a similar setup.

We have 5 different products, and within each product there are multiple teams. Contacts are created manually by users across all of these teams.

The challenge is that each team requires a different set of mandatory information when creating a contact.

For example:

  • Team A only needs First Name, Last Name, and Email.
  • Team B requires those fields plus 10+ additional properties.
  • Other teams have their own combinations of required fields.

I understand that I can simply add all these properties to the contact record, but in reality many of them won’t be completed. Requiring users to fill them in later through notifications or workflows isn’t an ideal solution either, as users eventually start ignoring notification fatigue.

I also looked into using the Owning Team property to drive conditional logic, but according to HubSpot documentation it isn’t available on the contact creation form. I could create a custom “Team” property instead, but then I lose the ability to automatically assign the team based on the creating user, which is functionality we’d like to keep.

Has anyone implemented a scalable solution for this scenario?

Ideally, we’d like users from different teams to see different required fields during manual contact creation, without introducing unnecessary friction or relying on post-creation reminders.

I’d really appreciate hearing how others have approached this.

2

Hi @Valeriya,

There is an open product request here which you can upvote: Properties in creation forms depending on the team

For an immediate solution, I would do this:

I could create a custom “Team” property instead, but then I lose the ability to automatically assign the team based on the creating user, which is functionality we’d like to keep.

Why would you lose the ability to automatically assign the team if you use an additional custom property? Adding a field to fill for users shouldn’t remove any functionality, unless you’re planning on replacing something with the custom property.

Best regards