HubSpot Data: How to Reassign Contacts When Someone Leaves the Business

When employees leave your company, managing CRM record reassignments is crucial. A practical solution is to create a 'Leavers' team in HubSpot and assign departing employees to this team before deactivating their accounts. This way, HubSpot's workflows can automatically transfer and enroll records to active team members whenever they're tagged with 'Leavers'. 

Here's how:

1. Creating your Team

   1. Head to Settings > Users and Teams > Teams > Create Team
   2. Then add your out-going user/s to the team - be sure to deactivate these users assigned to the team to ensure the user can no longer access the portal, and your data security and integrity is retained.

2. Creating your Workflow

   1. Name your workflow
   2. Select your trigger as company property ‘HubSpot Team’ is any of ‘Leavers’ 
      
3. Add branches
   1. Use ‘and/or branch logic’ so that you can reassign companies based on the lifecycle stage.
   2. Consider your business processes and understand which contacts will need to be reassigned to which team.  We recommend using the company lifecycle stage, aligned with the contact lifecycle stage via the sync ownership between contacts and companies setting, to determine which HubSpot team a record should be assigned to. An example of how this might work, based on the standard HubSpot lifecycle stages, is below.
      1. Subscriber/Lead - Marketing
      2. MQL/SQL/Opportunity - Sales
      3. Customer/Evangelist - Success
4. Select the actions

1. 1. Choose ‘CRM’ > Rotate record to owner
   2. Checked the ‘Overwrite’ if contact has an existing owner 
   3. We selected ‘Teams’ to reassign to a team, you may rotate to a specific user instead
   4. Choose your next action.  In this case, we chose to send an internal email notification to the newly assigned owner.

Once you have completed all the necessary action, consider enrolment and enrolment actions.  Then, review the workflow and publish.

By following these steps, you can make sure the transition when team members leave don't negatively impact your CRM. 

Author: Carrie Jones

Onboarding Specialist