Splitting One Owner's Companies/Contacts Between 2 Teams

[LRhodes]

In our company, 2 of our sales reps report to 2 separate regional managers, and I'm struggling with how to set up their user profiles/team assignments in Hubspot's CRM. For example, Rep A reports to Manager A for all West Virginia accounts but to Manager B for all Ohio accounts. Looking for advice on the best way to set up Users/Teams for this situation. I hoping to avoid having to have these reps sets up 2 separate Hubspot accounts for each of their territories.

[karstenkoehler]

Hi @LRhodes,

Thanks for the clarification. Which contacts/companies is rep A allowed to see? Only their own or everything?

Best regards

[LRhodes]

@karstenkoehler

Ideally, only their own

[karstenkoehler · Accepted solution]

Hi @LRhodes,

In that case, I'd suggest these settings:

Sales rep:

Primary team Ohio, Additional team West Virgina

Contact/company access set to Owned only

Manager A:

Primary team Ohio

Contact/company access set to Team only

Manager B:

Primary team West Virgina

Contact/company access set to Team only

I'd recommend testing that these actually work as intended. You can do this by asking the managers if they can see certain contact records.

Best regards!

[LRhodes]

Hi @karstenkoehler,

My apologies for not being clearer... Let's see if I can clarify a bit.

Rep A reports to Manager A in West Virginia, but Rep A also reports to Manager B in Ohio. Ideally, Manager A should only be able to see Rep A's activity/contacts/companies in West Virginia, not Rep A's activity/contacts/companies in Ohio. Does that make sense?

[karstenkoehler]

Hi @LRhodes,

Could you share your exact requirements? Generally, what you're describing can be done easily. You would assign rep A the West Virginia contacts/companies and rep B the Ohio contacts/companies, either by bulk edit (manually) or workflow (automatically). If you want to assign these contacts automatically via a workflow, you would enroll all contacts/companies with a known location. In an if/then branch you could check whether that location is West Virginia, then assign these contacts/companies to rep A and vice versa for Ohio.

If you don't want them to see each other's contacts, you could limit their contact/company access permissions to view/edit/communicate owned only or team only (after putting the rep A and manager A in team A, rep B and manager B in team B). These reps would then only be able to see their own or their team's contacts/companies.

At no point should you have to create another HubSpot portal.

Let me know if you have any follow-up questions!