Who this is for
A sales or marketing manager whose new inbound leads (new HubSpot contact records) sit without an owner, all go to one person, or reach someone who has left the team.
Leads wait unassigned until somebody notices, or a rotation that used to share them evenly now favours one user after the team changed.
The result
Using synthetic leads that cover each agreed rule and edge case, each lands with the owner in the expected-owner table; every lead sent to a shared pool lands with a member of that pool; a lead matching no rule lands with the named fallback owner; and after one user is removed from the pool, none of three further synthetic leads is assigned to them.
What is included
- One contact-based assignment workflow for one lead source, built from a written table of up to six rules in priority order
- One named fallback owner for leads that match no rule, and the agreed setting for leads that already have an owner
- Synthetic leads listed in the approved table: one for each rule, a second for each rule that shares a pool, one for each agreed edge case (up to three), one for the fallback and one that already has an owner, then three more after a pool change
- One alert to the fallback owner when a lead falls through to the fallback
You receive
- A one-page rule table: criteria, owner or pool, order and fallback, with the list of synthetic leads and expected owners, which you approve before the build
- The corrected or rebuilt workflow on your account, with change notes and how to reverse them
- The synthetic lead log: input values, expected owner and actual owner for each lead, and the split between members of each shared pool
- A note on what the rotation does when owners are added or removed, and who to tell when the pool changes
What is not included
- Designing sales territories, quotas or commission rules
- Reassigning existing contacts or deals
- Assignment in HubSpot's separate Leads tool (marked BETA) or in tickets, which have other distribution options and an Away setting and are a separate quote
- Buying or changing seats or subscription tiers, or any promise about response time to a lead
- More than six rules, more than one workflow, or lead scoring
- Real leads or any email, task or notification sent to a real owner during testing
What we need from you first
- A short description of how leads should be split, even if rough, and the lead source or object involved
- The users or teams involved and who should take leads that match nothing
- What happens today: unassigned, all to one user, or assigned to someone who has left
- Do not send contact lists, exports, passwords or an account invitation in the first enquiry
Never send passwords, keys, customer records or confidential code in the first enquiry. Secure handover is agreed after scoping.
How we check it is done
- Each synthetic lead for a single-owner rule or edge case in the approved table is assigned to the owner shown in the expected-owner table.
- Every lead sent to a shared pool is assigned to a member of that pool and none to anyone outside it. The split between the members is recorded beside the equal distribution HubSpot documents, and reported rather than promised.
- A synthetic lead that matches no rule is assigned to the named fallback owner, and the fallback alert is received, rather than being left without an owner.
- After one user is removed from the rotation pool, three further synthetic leads are assigned only to the remaining users.
- The synthetic lead that already has an owner keeps or loses that owner exactly as the agreed existing-owner setting says.
You inspect the lead log and the workflow against your approved table, then sign off before payment. You switch the workflow on yourself and watch the first genuine leads.
When we would stop or decline
- The assignment rules are undecided or disputed inside your team; we need an approved table before work
- The target users do not have the seats HubSpot requires for assignment
- The leads are handled in HubSpot's Leads tool or in tickets rather than as contact records; this fixed job does not cover those
- Testing would notify real salespeople and the notifications cannot be switched off for the test
Questions
Will you decide how leads should be split?
No. You approve a short rule table before we build. We turn your rules into a workflow and test them.
Does this cover HubSpot's Leads tool?
No. This job covers workflows on contact records. HubSpot documents other distribution options and an Away setting for its Leads tool, which is marked BETA, so that is a separate quote.
Can you promise leads are contacted within a set time?
No. Assignment decides who owns a lead. Response time depends on your team, and no response-time promise is made.
What happens when we hire or lose a salesperson?
For contact-based workflows HubSpot resets the rotation counts when owners are added or removed. The handover says who should retest the workflow after any change to the pool.
Price and terms
£245 · untested offer price. £245 after the agreed checks pass and you sign off. No payment before sign-off.
This is a new service with no published client results. The price is a starting point we have not yet tested with buyers. Nothing is ordered or charged by the enquiry. The full specification is on the Synthetic Industry catalogue.