Setting up sequences on behalf of other users

Marketing & Content Hub Email Marketing Tool
1

Sequences should support enrollment on behalf of other users.

Sequences are powerful tools for facilitating one-to-one communication between a contact and their owner. However, the inability to enroll a contact in a sequence on behalf of another user is a significant limitation. It creates an unnecessary administrative burden for sales and customer success teams that could otherwise be handled more efficiently by an admin or enablement resource.

Use case:
We’ve identified a large group of key decision-makers attending an upcoming conference. We want their contact owners — who have existing relationships — to reach out and coordinate meetings during the event. Some meetings will be one-on-one, while others, particularly for high-value targets, will include additional stakeholders, such as our CEO.

To support this, I’ve built four tailored sequences (each with personalized emails and tasks) and segmented contacts into corresponding recipient groups. Ideally, I could enroll the right contacts into the appropriate sequences, which would then guide the contact owner through the intended outreach.

But because HubSpot doesn’t allow sequence enrollment on behalf of another user, I’m left with two bad options:

  1. Manual coordination: Create multiple lists for each contact owner, write detailed instructions, and rely on them to enroll contacts correctly. Then, follow up to check that they did it on time — and correctly. If they make a mistake (e.g., placing a low-priority lead in a high-touch CEO dinner sequence), it could damage relationships or waste valuable opportunities.
  2. Log in as each user: This is my current workaround — logging in individually as each contact owner and enrolling contacts myself. It’s inefficient, time-consuming, and undermines HubSpot’s user-level security model.

This functionality is badly needed. Enabling admins or enablement team members to enroll contacts into sequences on behalf of other users while preserving sender identity and ownership would solve a major pain point and improve security and operational efficiency.

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Hi @MCarlson99
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.
@jolle @Shubham_Sharma @karstenkoehler - Would you be able to share any insights on this? Your expertise would be greatly appreciated.
Best,
Victor

3

Hear your pain and plus 1 on the functionality - you should submit it to the HubSpot Ideas forum! They’re super awesome at taking feedback from the community there and launching new betas :slightly_smiling_face:
Good news is there is a temporary workaround!
Over at NINJIO we have set it up to where our SDRs can enroll contact’s into a specific AE’s sequence. How we did this was:

  1. We created a folder with sequences that is customized for the specific AE and hard coded meeting links via hyperlink within the body.
    1. This removes the customization token piece of it, but will allow you to set something up for the conference.
  2. As the SDR is enrolling new contacts into the sequence they go through the sequence enrollment process (manually in our case for validation purposes, but this can be easily automated as well!)
4

Great suggestion @JoeBurchard! Submitted as an idea here: Setting up sequences on behalf of other users.

5

This is where I am stuck at too.. Have you been able to figure out any better way?

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Hey, @TFarley_CF :waving_hand: Welcome to our community! I don’t see this as an option currently. Adding your comments and feedback to the Ideas post form @MCarlson99 is your next best step https://community.hubspot.com/t5/HubSpot-Ideas/Setting-up-sequences-on-behalf-of-other-users/idi-p/1183368#M216444

— Jaycee

7

there are posts going back to 2020 on this issue. it’s a limitation of this system by design or so it seems…