Ability to assign a covering owner for Sick and Holiday Leave

[KMavraki]

To control the access to data I'd like to have my teams only have edit access for objects they own. At the minute this is too onerous as if a member of staff is off, no one else can manage their Deals/Contacts etc. As a result I have to give everyone edit access to all records.

I feel an option to provide temporary edit access to a specific user's records would be perfect solution. E.g. User A is off, User B is responsible in their absence. Ideally set to run over a specific time period so it doesn't need to be reviewed in future.

The associated Sales Activities are logged against User B, but they have full access to User A's records whilst they are off.  User B would also see User A's Deals and Tasks in their pipelines so that they wouldn't need to spend any time figuring out workloads etc.

[KMavraki]

Unfortunately, it's not a feasible solution for us, I then need to change them back which is only going to risk errors. It easier to just allow all users full access and hope there's never any issues. As you've said yourself, I'd have to bulk update 4 Objects, in our CRM that would equate to several thousand records.

[karstenkoehler]

Hi @KMavraki

That's currently the only option. I agree that an easier solution would be great. You could request this from the product team in the HubSpot Ideas section of the community. The product team then reviews these requests based on their popularity.

In the meantime, you'd have to go the route described above. (Don't shoot the messenger.)

Hope this helps!

[karstenkoehler · Accepted solution]

Hi @KMavraki,

The easiest option here would be to simply change the ownership of the affected records – either by a manager if the person is on sick leave or by the person themselves before leaving for time off. Once updated, the new user will have access to those records and activities will also be attributed to them (emails, meetings, notes etc.).

You can find instructions for different ways of assigning contact ownership here: https://knowledge.hubspot.com/crm-setup/how-to-set-an-owner

At this stage, there isn't a one-click-solution for this unfortunately. You'd have to change ownership of contacts first, then companies, then deals, then tasks.

Best regards