Change Contact Owner if Meeting Booked

A lot of times, people will send leads to sales reps who do not come through our typical funnel (referrals, blog readers, random connections, etc.) We also have SDR's scheduling meetings for Account Executives. Sometimes they'll send out a calendar link in an email and the person doesn't schedule for 2 weeks. 

 

At the moment, there is no way that I know of to automatically change the HubSpot Owner to the person who they have a meeting with. Esentially, it would be great if, for example, a lead was owned by SDR Bobby, he sent the lead Ed's Calendar, when the lead scheduled on Ed's calendar, the lead HubSpot owner was changed to Ed. 

HubSpot updates
Status updated to: Not Currently Planned
Apr 27, 2020

Hi Communnity,

 

Thank you all for sharing your feedback!

 

For transparency I am updating this issue to "Not Currently Planned" because we wont be able to get to this in the next quarter. 

 

Best,

Glen

9 Replies
New Member

I agree - in my use case, I use an admin/manager account to create my meeting links, then have the meetings booked round robin between the sales reps. I'd love the contact to get assigned to whichever sales rep gets the meeting booked with them. 

New Contributor

Yes, this would be a GREAT feature to have. I have a thank you email that goes out to those who request a consult via form submission, and inside that email is a meetings link (that is a round-robin). If the person books a time via the meetings link, I'd like to re-assign whomever's calendar it was put on as the new contact owner. (This way the previously assigned sales-rep can discontinue their follow-up task process, and the new rep can take over).

New Contributor

We have two account executives, and I like to split the demos between them evenly. So, we schedule almost 100% of our demos through round robin meeting links (even if we're scheduling over the phone). The benefit is that I have a workflow that is triggered by a form submission (for the round robin meeting links). This workflow auto creates a deal (and saves us a bunch of time). 

 

When we just had one AE, I could automatically assign the deal to the AE. Now that there are two, I'd love to auto assign the deal to the person assigned to the round robin meeting. Right now, I can't find a way to do that because the only place you can really see who the meeting was assigned to is in the activity section of the contact. 

 

If booking a meeting with someone automatically made that person the contact owner, I could trigger off a combination of a form submission AND the contact owner. Even if it was just a preference in the system like "change contact owner if meeting is new person." 

 

Another option would be to create a field that records who the last person was they scheduled a meeting with (because you could use that as a workflow trigger). 

Regular Contributor

It's crazy this doesn't exist. We have a placeholder owner of Marketing, but if a meeting is scheduled with a sales rep we want to assign that rep as the owner and there is no way to access that information in a workflow.

Occasional Contributor

I have a workflow performing well to accomplish this. 

 

First make a list for each rep:

At least one associated activity has

Activity created by is any of {NAME OF REP}
AND

Form submission

has filled out any form submission on Any page

 
Then a workflow using that list in the trigger (along with anything else you may want to filter out... I included some lifecycle stages for both contact and company to filter this down to non customers. 
 
Action: Set a contact property Contact owner to {NAME OF REP}
 

You'll need to create a list & a workflow for each rep on your team. The result is any demo that gets booked, the owner of that contact is changed to whoever the call/meeting was booked with.  I also have workflows so that if a contact owner gets updated, it updates the company as well. Also working in reverse for deals and companies to update the associated contacts. 

Status updated to: Not Currently Planned
HubSpot Product Team

Hi Communnity,

 

Thank you all for sharing your feedback!

 

For transparency I am updating this issue to "Not Currently Planned" because we wont be able to get to this in the next quarter. 

 

Best,

Glen

Regular Contributor

We have the same problem. I reached out to Hubspot support and then workaround was to set up a workflow with an If/Then logic, for example: If meeting is assigned to AE 1, change company owner to AE 1. Not ideal becuase I'll need to update it every time I hire someone, but it works in the meantime until this feature is released.

New Member

Hello,

 

I would like to add to this, as sometimes a customer goes through a "Round Robin: Meeting" form and is assigned someone before we have had a moment to assign a contact owner OR we recognize with more information after the meeting is booked that they should be with another contact owner that was not previously assigned. 

 

As an admissions office, using Hubspot adding this feature would be beneficial in the off chance the customer is not assigned to the right associate.  

 

Thank you.

New Contributor

You can make sure that on a Team meeting link if the contact is owned by a team member that it will only show their calendar, but you can't do the opposite -> set the contact owner based on the meeting owner.

 

At the very least, it would be great to allow workflows to "read" the data off the meeting object so we can use workflows to do the automation on our own as a workaround.