Challenges in HubSpot Usage

[CaioFranca]

Managing Companies, Contacts, and Assignments

We’ve been facing some HubSpot challenges that impact our team’s operational efficiency. I wanted to share these issues and see if other users have experienced something similar or have suggestions for workarounds:

Contacts Not Linked to Companies – When a contact isn’t associated with a company, AEs (Account Executives) can only view company details, losing access to the contact reference. How can we ensure this linkage is properly maintained?

Unassigned Companies – The need to manually request BDRs to assign companies delays AEs' workflows. Is there a way to streamline or automate this process?

Quick Coverage for Another AE’s Portfolio – During absences (e.g., vacations or leave), there’s no easy way for an AE to assist with another teammate’s companies/contacts. Are there solutions for temporary access sharing?

Contacts Linked to Multiple Companies – In cases like cooperatives, a single contact may belong to several companies, making data clarity difficult. How can this be managed efficiently?

Difficulty Tracking Reports – Leadership struggles to monitor pre-sales and team metrics, affecting decision-making and support. Which tools or settings could improve visibility?

Editing Restrictions for Contacts/Companies – During sales pipeline rollbacks (e.g., contact edits), permission blocks prevent reassigning linked companies. How can we handle these limitations?

If anyone has solved these issues or has tips on configurations, workflows, or integrations, we’d greatly appreciate your insights!

[JessicaBaskey · Accepted solution]

Hi @CaioFranca,

Without knowing the exact set up of your account here are a few things that come to mind:

Contacts not linked to companies:
This usually happens if the contact’s email domain doesn’t match the company domain. Make sure the setting “Automatically create and associate companies with contacts” is turned on (under Settings > Data Management > Companies). That helps keep things connected automatically.

Unassigned companies slowing things down:
You can use a simple workflow (if you’re on a paid tier) to auto-assign companies based on things like region, industry, or lifecycle stage. If not, a tool like Insycle can help manage assignments in bulk.

Covering for an AE who’s out:
No built-in “delegate access” feature, but you can temporarily change permissions for a teammate (via Settings > Users & Teams) so they can jump in and help when someone’s away.

One contact tied to multiple companies:
You can associate a contact with more than one company in HubSpot. Just set one as the primary and the rest as secondary — helpful for co-ops or consultants working with multiple orgs.

Reporting feels messy:
Custom dashboards are your friend here. Set them up to track key pre-sales activity and ownership — they’re great for keeping leadership in the loop without manual updates.

Can’t edit or reassign contacts/companies:
Check the user’s permissions — if they’re too limited, that’s likely blocking changes. You can tweak this in Settings > Users & Teams.

I hope this helps,

Jess