HubSpot Sales: How to Update Contact Owner Based on a Meeting Booked

Ensure contact owner updates automatically in HubSpot to avoid messy records and confusion.

When a meeting is booked with one person, but the contact is still assigned to someone else in HubSpot, it doesn't automatically update. This can cause a few headaches.

Imagine you set up a meeting with our Consultant, Chris Grant, but the system still shows Laura Shelton as your contact because she was the last consultant you spoke with. We want to make sure the contact owner updates automatically based on your meetings so that the right person is always assigned to you. Without this, records can get messy and it can lead to confusion.

To fix this, follow these steps to create a workflow that updates the contact owner when a meeting is booked:

  1. In your HubSpot account, go to Automation > Workflows.
  2. Click on "Create workflow" and choose "Contact-based" workflow.
  3. Choose "Activity" as the trigger type.
  4. Set the trigger to "Meeting is booked."
  5. Click the plus (+) button to add an action. 
  6. Select "Copy property value."
  7. Set the source property to "Activity assigned to" (this refers to the meeting owner).
  8. Set the target property to "Contact owner."
  9. Test the workflow using round robin scheduling links to ensure it works as expected.

By following these steps, you can ensure that when a meeting is booked with one user, the contact owner is updated to reflect this change, maintaining accurate and up-to-date records in HubSpot. This workflow helps keep your sales and marketing teams aligned and ensures that contact ownership is always accurate.

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Author: Bridget Pyne 

Marketing Manager