How to route leads based on ownership - HubSpot

Modified on Thu, 21 Dec 2023 at 10:58 PM

TABLE OF CONTENTS

HubSpot requirements for ownership routing
How to create an ownership routing queue
Contact Ownership Routing
Company Ownership Routing
Order of Ownership Rules
Benefits of Ownership Routing
When to Use Ownership Routing

Leadmonk allows you to automatically assign meetings to the account owner if a contact/company is already owned. This can be useful for routing returning leads or leads from companies that you already have a relationship with.

Below video shows HubSpot Account Ownership Routing behavior.

HubSpot requirements for ownership routing

To integrate Leadmonk with HubSpot, you must be a HubSpot administrator.
The person who will be using Leadmonk must have a HubSpot account.
The email address that the person uses for their Leadmonk account must be the same email address that they use for their HubSpot account.

How to create an ownership routing queue

To route leads based on ownership, you will need to create a new queue with the algorithm "Allocate based on ownership". You can do this as shown below:

Once you have created the queue, you will need to configure the assignment rules as shown below:

Contact Ownership Routing

If you want to route leads based on contact ownership, you will need to enable the Contact Ownership switch. Leadmonk will then check for a contact with an email address matching the invitee email address in HubSpot.

If it finds a matching contact and the contact owner field is filled and the owner is a Leadmonk user, then the invitee will be routed to that user and their calendar will be shown to the invitee to schedule a meeting.

If the contact owner field is empty or the contact owner is not a Leadmonk user, then the contact ownership routing rule will be skipped.

Company Ownership Routing

If you want to route leads based on company ownership, you will need to enable the Company Ownership switch. Leadmonk will then check for a company with a domain name matching the domain of the email address of the invitee in HubSpot. If it finds a matching company and the company owner field is filled and the owner is a Leadmonk user, then the invitee will be routed to that user and their calendar will be shown to the invitee to schedule a meeting. The company owner will also be updated as the contact owner in HubSpot.

If the company owner field is empty or the company owner is not a Leadmonk user, then the company ownership routing rule will be skipped.

Order of Ownership Rules

The ownership routing rules are checked in the order that you specify in Leadmonk. This means that you can prioritize one ownership rule over another. For example, you may want to prioritize contact ownership routing over company ownership routing.

You can assign the ownership queue to an inbound router as shown in the below example.

Benefits of Ownership Routing

There are several benefits to routing leads based on ownership:

It can help to improve the customer experience by ensuring that leads are assigned to the sales representative who is most familiar with their account.
It can help to increase the conversion rate by ensuring that leads are followed up with promptly and effectively.
It can help to reduce the workload on sales representatives by automating the lead assignment process.

When to Use Ownership Routing

Ownership routing is a good option for businesses that have a large number of leads or that have a complex sales process. It is also a good option for businesses that want to improve the customer experience by ensuring that leads are assigned to the most qualified sales representative.

Here are some examples of when you might want to use ownership routing:

When a new contact from a company that you already have a relationship with submits a demo request form or contact us form.
When a lead returns after 6 months and schedules a product demo again.
When a lead submits a second contact form to request for something else.

If you are unsure whether or not ownership routing is right for your business, you can contact Leadmonk support for assistance.

Check the HubSpot Integration help page to know more about the integration settings.