MET Conference/Event Contact Assignment and Task Process

This document outlines the process and steps required to assign/distribute incoming conference contacts to MET owners in order for them to receive a conference-specific Task in HubSpot.

As contacts fill out a form while attending a specific conference, a contact record is created in HubSpot and assigned a value in the “Event Source” property, corresponding to the event they attended. Once a contact receives their event source, they are assigned to the MET Team Lead for manual reassignment. The steps below outline the reassignment process:

1. Navigate to the “Contact” page, and open the view titled “[MET] Conference Assignment”
   1. This tab contains all contacts assigned to the MET Team Lead by their Event Source.
2. Click the “Advanced Filters” button, and change the Event Source to the specific event you would like to view
3. Select contacts to be reassigned using the checkboxes on the left side of the contact view, then click “Assign” on the toolbar and select a MET agent to assign the selected contacts to.
4. Once the contacts have been reassigned, tasks should be created for the new owner within 5 minutes. Confirm that tasks are being created by navigating to the Tasks page in HubSpot, then selecting the “[MET] All Conference Tasks” tab.

IMPORTANT: Please note that contacts will not be assigned a task until they are reassigned by the MET Team Lead. Once assigned, it may take up to 5 minutes for tasks to being appearing for each contact.

If contacts have not been assigned by the MET Team Lead within 2 days of their creation, HubSpot will automatically enroll the event specific contacts into the round robin for owner assignment. Once they are assigned via that method, they will have a task created 30 minutes after assignment (due to interaction with existing Five9 process)