Looking for a way to automatically opt out auto-responders for people who have left their company

[ALumnah]

We have a fairly large database and send out weekly newsletters and get a handful of auto-responses saying recipients have left their company and their email address is no longer being monitored.

In order to maintain our email health, we then go into each contact profile and manually opt them out as these addresses haven't overtly unsubscribed themselves.

Is there a way to automate this process through workflows and connecting our inbox to HubSpot and monitoring for these auto-responses or are there any third-party apps or tools that integrate to accomplish this process? 

[JessicaBaskey · Accepted solution]

Hi @ALumnah,

HubSpot doesn't offer a native feature to automatically detect and opt out contacts based on auto-responses indicating they've left their company, but you can make it easier (still some manual work involved):

1. Create a "Left Company" Property – Add a custom field to track it.

2. Manually Mark & Unsubscribe – When you get an auto-reply, update the contact and opt them out.

3. Use Lists – Create a static or active list filtering "Left Company = Yes" to easily exclude them from future sends.

Not fully automated, but way easier to manage!

Best,

Jess

[JamesDavis77 · Accepted solution]

That's a common issue—auto-responders can really mess with your engagement metrics. HubSpot doesn’t have a built-in feature to auto-opt-out contacts based on reply type, but one workaround is using a connected inbox and setting up workflows triggered by specific keywords in replies (like “out of office” or “automatic reply”). It’s not perfect, but it can help flag and isolate those contacts so they don’t skew your reporting or trigger follow-ups.

[JessicaBaskey · Accepted solution]

Hi @ALumnah,

HubSpot doesn't offer a native feature to automatically detect and opt out contacts based on auto-responses indicating they've left their company, but you can make it easier (still some manual work involved):

1. Create a "Left Company" Property – Add a custom field to track it.

2. Manually Mark & Unsubscribe – When you get an auto-reply, update the contact and opt them out.

3. Use Lists – Create a static or active list filtering "Left Company = Yes" to easily exclude them from future sends.

Not fully automated, but way easier to manage!

Best,

Jess