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Auto-unassign and re-route lead when owner is deactivated

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

5 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeWhen a rep leaves the team, their open leads land back with an active rep through the normal rotation instead of piling up on one manager who happened to catch them at deactivation time.
Workflow maplead-routing-012
Rep deactivated, records bulk-reassigned to placeholder owner leads to This workflow enrolls. This workflow enrolls leads to Rotate to active rep pool. Rotate to active rep pool leads to Set routed date + reassigned flag. Set routed date + reassigned flag leads to Notify new owner. Notify new owner leads to Add to Redistributed audit list. Rep deactivated, records bulk-reassigned to placeholder owner This workflow enrolls Rotate to active rep pool Set routed date + reassigned flag Notify new owner Add to Redistributed audit list
Rep deactivated, records bulk-reassigned to placeholder owner leads to This workflow enrolls. This workflow enrolls leads to Rotate to active rep pool. Rotate to active rep pool leads to Set routed date + reassigned flag. Set routed date + reassigned flag leads to Notify new owner. Notify new owner leads to Add to Redistributed audit list. Rep deactivated, records bulk-reassigned to placeholder owner This workflow enrolls Rotate to active rep pool Set routed date + reassigned flag Notify new owner Add to Redistributed audit list

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it right after a rep is deactivated in HubSpot, to spread their still-open leads evenly across the remaining active team instead of dumping them all on a single holder.
  • Use it as a companion to the native HubSpot user deactivation flow, not a replacement for it. Deactivating a user in Settings > Users already lets an admin choose what happens to that user's owned records; this workflow re-distributes the ones sent to a shared holding account.
Read more on when to use itShow less

Skip it

  • Do not use it as your only reassignment mechanism for departures. If your admin process reassigns each departing rep's records directly to a specific named successor at deactivation time, this workflow has nothing to do and should stay off.
  • Do not use it for records with a required specific owner (named accounts). Exclude those first, see lead-routing-011.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 5 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 5 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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