Planning a marketing automation account handover

A useful handover lets the incoming operator find live journeys, recognise an exception and make an authorised change without relying on the departing owner's memory. Transfer a current operating map, working access and ownership of unresolved cases.

Map what the new owner will operate

List live campaigns and recurring tasks with their workflow, form, audience, message and connected destination. Name an accountable owner and backup for each route. Mark assets as live, intentionally dormant, awaiting repair or approved for retirement. A folder name alone does not establish operating status.

For consequential workflows, keep a short run note: what starts the work, who qualifies, what it does, where its result is checked and who handles a missing outcome. Include the current campaign or release reference. Use controlled record references instead of copying unnecessary personal data into the handover pack.

Confirm access and connections

Check the incoming operator's access to relevant forms, segments, workflows, reports and apps before removing the outgoing person's access. Where a workflow references a restricted property, a user with view-only access cannot edit it. Seats, restricted properties and account settings can further affect access.

Review connected apps for expired or disconnected states and identify how each connection is authenticated and maintained. HubSpot's Connected Apps page can show installer and recent-activity information, but some app types do not display every status or activity field.

The listed installer does not establish what will happen when that person's access changes. Confirm each important app's ownership arrangement before the account change. Have an authorised administrator adjust access rather than sharing a personal login.

HubSpot access and integration checks

Transfer open exceptions

Give the incoming operator a register of uncertain sends, failed updates, stalled records, pending approvals and scheduled changes. For each, include a controlled record or task reference, last confirmed step, owner, next action and latest useful decision time. Show where workflow logs and destination evidence can be found.

HubSpot workflow details include action logs and enrolment history, subject to retention and access limits. Its Needs review workflow view shows workflows with errors from the last seven days. Neither view is a complete list of unresolved business outcomes. Keep an exception register for cases that involve another system or must outlive the platform history window.

Confirm the transfer

Ask the new owner to locate a live route from its campaign name, explain its next scheduled action and find the evidence for a selected resolved case. Review an open exception together and record any access gap or decision still requiring approval.

Record who accepts responsibility and when monitoring ownership changes. The handover is ready when the incoming operator can find the current route and its evidence, and knows who can decide when the outcome is uncertain.