Assign ownership of accounts

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How to assign ownership of accounts

With ActiveCampaign, you have the ability to assign ownership of an account to different members of your team. This feature enhances productivity by clearly defining who is responsible for managing client relationships and accounts. Understanding how to manage account ownership effectively is essential for maintaining organized team workflows and client management.

What is an account owner?

An account owner is an individual on your team who has been assigned a specific account to manage. This role can be filled by various team members, such as a Sales Representative, Sales Manager, or an Account Manager. Each account owner must possess their own login credentials to your ActiveCampaign account, and the ownership designation is tracked as a standard, required field within the platform.

How to access this feature

You can access account ownership settings through the **Accounts** section in the ActiveCampaign platform. Depending on your needs, you can assign an account owner during account creation, through automations, or by editing existing accounts.

Step-by-step instructions

Assign an account owner from the account record

To assign or change the account owner directly from the account record, follow these steps:

1. Click **Contacts** on the left menu.
2. Select the **Accounts** option.
3. Click on the account name you wish to update.
4. Locate the Account Owner field.
5. Hover over the field and click the edit (pencil) icon.
6. Click the dropdown in the **Account Owner** field.
7. Select the team member to whom you want to assign the account record.
8. Click the **Save Changes** button.

Only Admins and users with Reassign Accounts permissions under **Settings > Users & Groups > Accounts** can update the Account Owner field.

Assign an account owner with automation

To change the account owner using automation:

1. Click **Automations** on the left menu.
2. Locate the desired automation and click the **Edit** button, or create a new automation by clicking **Create a new automation**.
3. Select **CRM** from the **Actions** menu.
4. Drag the Update an account owner action into your automation.
5. In the action block, select the new owner for the account.
6. Click the **Save** button.
7. Activate the automation to allow contacts to enter it.

The automated action will update the account owner for the associated account and add a note indicating the update.

Assign an account owner during an account import

To assign account owners while importing accounts: 1. Ensure your import file includes the following:

  * Account Name or ActiveCampaign Account ID
  * Account Owner Username, ID, or Email Address

2. If you leave the Account Owner field blank, that row will be skipped during the import. Opt to click **Advanced Options** in the import modal and switch on the Use the default Account Owner if left blank option.

Assign an account owner when creating a new contact record

When adding a new contact record, you have the choice to assign an account:

• **Add a contact to an existing account**:

 - Select the account and choose the existing owner or change it.

• **Add a contact to a new account**:

 - Enter the account name and assign an owner. If none is assigned, it defaults to the primary account owner.

Assign an account owner when creating a new deal

When creating a deal:

• **For existing accounts**:

 - Choose the account and select the current owner or update it.

• **For new accounts**:

 - Type the new account's name and assign an owner. Again, if left blank, it defaults to the primary owner.

Configuration options and settings

Key settings related to account ownership include:

• **Default Account Owner**: This is the primary user assigned to new accounts unless specified otherwise.
• **Permissions**: Only Admins and users with specific permissions can change account ownership.

1. 1. 1. Best practices and tips

- Regularly review account ownership for accuracy and to ensure proper management aligns with team responsibilities. - Use automations wisely to keep ownership updated automatically as team roles change. - When importing accounts, ensure all data is correct to prevent unintended assignments to the default owner.

Troubleshooting

- **Issue**: Unable to change the account owner.

 - **Solution**: Ensure you have Admin or appropriate permissions under **Settings > Users & Groups > Accounts**.

- **Issue**: Imported rows are skipped.

 - **Solution**: Check for blank Account Owner fields in your import file and adjust settings to default to a chosen owner.

FAQ

Q1: Can I assign an account owner when importing contacts? A1: No, you cannot assign an account owner during the import of contacts; all contacts will default to the primary account owner.

Q2: Can account ownership be personalized in emails? A2: Yes, you can personalize emails with the account owner's name using personalization tags.

Q3: Is it possible to change the default account owner? A3: Yes, navigate to **Contacts > Fields > Accounts** and update the default value there.

Q4: Can I reassign accounts through a bulk edit? A4: Yes, bulk edits can be performed to reassign accounts, provided you have appropriate permissions.

Q5: What happens if I delete a user who owns accounts? A5: You will be prompted to assign those accounts to another user.

Q6: Can I assign an account owner with an automation action? A6: No, assigning account owners directly via automation actions is not currently supported.

Q7: What to do if the account owner field has invalid values during import? A7: If invalid entries are detected, those accounts will default to the primary account owner.

By understanding how to assign account ownership effectively, you can enhance your team's accountability and streamline client management processes in ActiveCampaign. ```