Owner mapping
Choose which HubSpot user owns the contacts, deals and meetings Aura makes
Owner mapping
Open the Owner mapping tab. Here you pick which HubSpot user owns each closer's records.
The main rule
Aura only fills an empty owner. If a contact or deal already has an owner, Aura leaves it alone. It never takes a record away from someone on your team.
How Aura picks an owner
For each record, Aura goes down this list. It stops at the first one that works.
- Your pick. The HubSpot user you chose for the call's closer on this tab.
- Same email. The HubSpot user with the same email as the closer in Aura.
- Fallback owner. The person you set as the fallback. This is for deals. A meeting gets the fallback owner only when your HubSpot account won't take a meeting without an owner.
If none of these work, the record has no owner. Aura still sends it.
| Record | Your pick | Same email | Fallback owner |
|---|---|---|---|
| Contact | Yes | Yes | No |
| Deal for a booked call | Yes | Yes | Yes |
| Deal made before a booking | No | No | Yes |
| Meeting | Yes | Yes | Only if HubSpot needs an owner |
A deal made before a booking has no closer yet. So only the fallback owner can own it.
Some HubSpot accounts won't save a meeting without an owner. If a closer matches no one and you have no fallback owner, Aura can't add that meeting. Set a fallback owner so every booking gets its meeting.
Match each closer
- Open the Owner mapping tab.
- Each Aura closer has a row. Aura fills in the HubSpot user with the same email.
- Change any pick you want. Choose No pick to let Aura use the email match.
- Choose a Fallback owner, or leave it as No one.
- Select Save owners. You see Owners saved.
Each row ends with a tag:
| Tag | What it means |
|---|---|
| Mapped | You picked a HubSpot user for this closer. |
| Email match | Aura found a HubSpot user with the same email. |
| Fallback | No match. Their deals go to the fallback owner. |
| No owner | No match and no fallback. Their records get no owner from Aura. |
| Removed | The user you picked is no longer in HubSpot. Pick someone else. |
When a HubSpot user leaves
If you remove a user from HubSpot, Aura stops using them. Their row shows Removed and the note This user was removed from HubSpot. Pick someone else. Until you fix it, Aura moves on to the next rule in the list.
You can't save while a pick shows a removed user. Pick someone else, then save.
If you don't see a user
Aura loads your HubSpot users when you connect. It checks again every hour. Did you add a user in HubSpot a moment ago? Select Refresh HubSpot settings. Then reload the page.
If you see Couldn't load your HubSpot users, reload the page.
If you see Add a closer in Aura to pick who owns their deals, your team has no closers in Aura yet.