Permissions and Contact Owner Assignment

Smart CRM & Sales Hub CRM
1

Greetings all,

Hoping someone might have some ideas.

I’m a member organization represented by multiple companies who collaborate on marketing efforts and lead generation.

In addition we all have one common company that resells our products/services.

I would like to create a user for each represented company (member) in my membership with very specfic permissions using HubSpot’s Starter bundle.

1. Members will only see companies, contacts, tickets “Owned by them”
2. All Members are able to see the 1 common company and contacts within in it.

RE: 1) Doesn’t seem to be an issue. Within the permissions I can set Only owned by.

RE: 2) This seems to be a problem. At a permission level I only have an option for Everything, Owned By, and Team Only. If I had access to the Teams functionality I could create a user who belongs to a mutual team of all the members and assign the 1 common company and those common contacts to that user and have all new contacts for that company autoassign to that user/team. Becasue I’m on Starter I don’t have that option. There is, however, a checkbox for “unassigned”, so I could unassign that particular company and all the contacts within BUT my users cannot be allowed to see any new/other unassigned contacts that are being entered into our DB via a variety of forms.

So, the workaround would be have all new contacts, companies autoassign to a specifc user of my choice that way any new contacts are never in an “unassigned” status but I don’t appear to have that option. At capture we could add the contact owner as a hidden field in any adn all lead capture forms which would also solve this issue but this is also not possible because I cannot add the Contact owner field to any form. Because I have Starter I also not have access to workflows (which some of you have suggested could accommodate this requirement).

We don’t have the budget to upgrade to any of the professional HubSpot tiers (i.e no Teams, No Workflow).

So…any ideas?

Can I add just the Teams functionality to my HubSpot Start bundle?
Can I add just workflow to my HubSpot Start bundle?

Cheers

Sean

2

Hi @OTSolExPartners,

You could try to approach this with some kind of middleware (e.g. Zapier), sending contacts into a Google Sheet where a contact owner is assigned (via formula) before this sheet is used to update the contact record in HubSpot.

In contrast to a low-/no-code-solution like this, you could also use the HubSpot API to custom code an automatic assignment of a record owner.

Other than that, I don’t see any solutions. Workflows are unique selling points of the Professional subscription. It’s not possible to purchase workflows or teams separately.

Best regards!

3

Interesting idea. Thanks @karstenkoehler

Unfortunaly we don’t have the budget for the Zapier tier and I’m using our one Zapier integration already for an Event platform into HubSpot. Also, not sure I want an external form vs. a HubSpot form to faciliate contact gathering. Anyone using some type of Zapier integrationn in this fashion? The Zapier upgrade is certainly less expensive than the HubSpot upgrade so it may be an option until our budget allows for a professional Hubspot tier.

-Sean