Reps, senders and campaign owners
How activity gets credited to a person: rep records, sender mapping, campaign owners, and what happens when you change any of them.
For: Managers
Three things decide whose row a send, a reply or a call lands on. Getting them right is most of what "setup" means.
| Term | What it is | Where you manage it |
|---|---|---|
| Rep | A person on the scorecard, with weekly targets. Not a login. | Settings → Reps & senders |
| Sender | A mailbox, LinkedIn account, CRM owner or dialer seat found by a connection. | Settings → Reps & senders |
| Campaign owner | The rep responsible for a campaign. | Campaigns |
The crediting rule
- If the activity has a sender and that sender is mapped to a rep, that rep gets it.
- Otherwise, if its campaign has an owner, the owner gets it.
- Otherwise it is Unassigned.
The rule is applied when a screen is opened, not when the data is synced. So mapping a sender or setting an owner re-credits the whole history at once, including past weeks.
Reps
Settings → Reps & senders. One row per rep with their weekly targets; untick Active when someone leaves. Demo data.
- Add a rep with a name and their work email. The email powers the match suggestions.
- Targets are per week: sends, LinkedIn touches, replies and meetings, as whole numbers.
- When someone leaves, untick Active. Their history stays, they drop out of owner detection and reply assignment, and their name shows "(inactive)".
Mapping senders
Senders appear after the first sync of each connection. The list shows the tool, the kind (mailbox, LinkedIn, CRM owner, dialer seat) and the address or name.
The sender mapping table, with two senders still Unassigned. Demo data.
Auto-match maps a sender that is still unmapped when exactly one rep fits, trying in this order:
- The sender's email equals a rep's email.
- The sender's email equals the email of a HubSpot owner that is already mapped.
- The sender's name equals the name of a HubSpot owner that is already mapped.
When two reps fit, the sender is left for you to decide. Auto-match never overwrites a mapping you made.
Common cases
- One rep, many mailboxes. Normal for cold email. Map every mailbox to the same rep.
- A shared mailbox. Leave it unmapped and set campaign owners, so each campaign's activity goes to its owner.
- Smartlead campaigns with several mailboxes. Smartlead only tells us the mailbox of a send when the campaign uses exactly one. For the rest, the campaign owner gets the credit, so set owners on those campaigns.
- A mailbox handed to another rep. Re-map it. All of its history moves to the new rep. If you need the old rep to keep past credit, set campaign owners on the old campaigns before you re-map.
Campaign owners
After every sync, and whenever you add or edit a rep, each campaign without a manual owner is checked against the names of your active reps. One rep named in the campaign name becomes its owner, tagged auto. The match is case-insensitive and ignores accents.
The Campaigns table. The Owner column shows who owns each campaign; "auto" marks an owner found from the name. Demo data.
| Campaign name contains | Matches | Example |
|---|---|---|
| The full name | Yes | "Fintech CFOs - Jordan Lee", "JordanLee Q4" |
| First name and last initial, or first initial and last name | Yes | "[Priya L] SaaS", "J Lee follow-up" |
| The first name as a whole word | Only when no other active rep shares it, it has 3 or more letters, and it is not a common word | "Priya - Series B" |
| The last name alone | No | "Lee campaign" |
| Two different reps | No owner is set | "Jordan + Priya test" |
First names that are also everyday words (Will, May, Mark, Grant, June and similar) never match on the first name alone, because they appear in campaign names for other reasons. Use the full name or an initial for those reps.
Set an owner by hand from the Owner column on Campaigns or at the top of a campaign's page. A manual owner is never changed by detection. Clear (auto-detect) hands it back.
Note: The simplest long-term fix is a naming rule: put the rep's full name, or first name and last initial, in every campaign name. New campaigns then get the right owner on their first sync with no manual work.
How this affects replies
A new reply is assigned by default to the campaign owner, and to the sender's rep when the campaign has no owner. Assignments a manager made by hand are never overwritten. See The reply queue.
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