Ownership rules

Use an ownership rule to keep a prospect with an existing CRM owner or assign matching prospects to a specific teammate.

Open Form routing → Ownership Rules → New Ownership Rule. The editor has Basics, Conditions, and Assignment steps.

Choose the CRM match

In Basics, enter a Rule name and choose the CRM record to look up. Available choices depend on your integration: HubSpot contacts or companies, or Salesforce contacts, accounts, or leads.

For person records, exact matching uses the prospect's email. Fuzzy matching tries the exact email first, then a domain fallback. Company or account matching uses the email domain. A domain match can identify a different person at the same company, so use it only when that relationship is appropriate for your routing.

Add conditions

Use Conditions to narrow when the match applies. Choose the field, comparison operator, and value. Use AND when every condition must match and OR when any condition can match. For example, require both an existing CRM relationship and an enterprise company size.

The CRM lookup runs first. Additional conditions narrow that result before assignment.

Select the host

Under Meeting assignment, choose:

Option	Required setting
Matched record owner	Owner property to read identifies the teammate who owns the matched record.
Specific user	Teammate identifies the person who should always receive matching prospects.

The selected owner must correspond to a usable Distro teammate. Check the CRM member mapping and calendar connection when an expected owner cannot receive the meeting.

Update ownership and meeting details

CRM owner sync → Update the record owner writes the assignee back to the configured Owner property to update. This can run when the rule matches during routing, before a meeting is booked. It is separate from creating a CRM meeting activity. Vacation coverage does not update the original CRM owner.

Under Advanced meeting options, Default guests adds comma-separated email addresses to the invitation. Their calendars are not checked as required participants. Override meeting settings selects a different event type from the router default.

Save the rule, add it to the router, and review its priority. Use Test route and activate the router version before relying on the change for new prospects.