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Process to Assign Contacts to Users in HubSpot

Methods for assigning ownership of multiple contacts simultaneously, either manually via Lists or through automation using Workflows.

Manual assignment via Lists

This is the fastest method for one-time updates to a specific group of people.

  1. Navigate to Segments: In your HubSpot account, go to CRM > Segment (Lists).                  

        HubSpot Menu Segments  

  2. Open the Segment (List: Click the name of the list containing the contacts you want to reassign.

  3. Select Contacts: Select the checkbox in the top left of the table header to select visible contacts on the current page (see first screenshot below) or select all the contacts if your list has multiple pages and you want to reassign all the contacts in the segment (see second screenshot below)


    Select Contacts in Segment to Reassign

    Select all contacts in HubSpot segment

  4. Assign New Owner: Click the Assign button in the top menu bar.
    Assign new owner for contacts in segment list

  5. Update Owner: In the dialog box, click the Contact owner dropdown menu and select the new user.
    bulk-assign-contact-owner

  6. Save: Click Update to finalise the change.

Method 2: Automated assignment via Workflows

Use this method for complex, large-scale, or recurring assignments where manual selection is inefficient.

  1. Navigate to Workflows: Go to Automation > Workflows.
    Workflows in HubSpot Menu

  2. Select Workflow Type: Click Create workflow > From scratch.
    1. Choose Object Type: Select the enrollment trigger type (e.g., Contact-based, Company-based, etc.) depending on what records you want to reassign.
      HubSpot Workflow Trigger Enrollment Type
      For this example, let's select Contact. 

  3. Set Enrollment Trigger: Click + Add triggers. Example of triggers are below:

    1. List-Based: Select List membership > is member of > [Your List Name]. This is best for bulk-editing an existing group.
      HubSpot workflow add criteria

    2. Or select Form submission > Contact has filled out > [Form Name]. 
      This ensures any new lead is assigned immediately upon conversion.
    HubSpot workflow add criteria form submissions
    Click Next and Save and Continue.
    HubSpot Workflow click next

  4. Add a Branch (Safety Check): * Click the (+) plus icon and select Branch as an action.  Select AND/OR logic as the branch to be based on.


    Branch in HubSpot workflow

     


    hubspot-and-or-logic-branch

    Create the branches. Contact owner unknown and Contact owner known

    1. For Contact owner unknown, select the criteria Contact Properties > Contact Owner > is Unknown

    2. For Contact owner known, select the criteria Contact Properties > Contact Owner > is known

    workflow-branching-contact-owners

    Click Save. This creates two paths: YES (No owner yet) and NO (Already has an owner).

  5. Value equals branch (or If/then branch).

    • Set the condition to: Contact property | Contact owner | is unknown.

    • This creates two paths: YES (No owner yet) and NO (Already has an owner).


    Add Action in Workflow

  6. Assign Owner: Click the (+) plus icon under the Contact owner unknown branch to add an action and select CRM category. Then select Edit record under the CRM category


    CRM Edit propety action in workflow

  7. Choose a Property: Select Contact owner as the target property.


    Edit contact owner

  8. Select User: Choose the specific user from the dropdown menu and click Save.


    Contact owner

  9. Contact owner is known branch. You can leave it empty so nothing changes.

  10. Review and Turn On: Review your workflow settings and click Turn on

Key Considerations:

  • Permissions: Ensure you have "Bulk Edit" permissions enabled in your HubSpot User Settings.