Contact Ownership
Contact Ownership refers to the specific Levitate user who is assigned to a particular contact. Each contact has one Contact Owner. This setup ensures that there's always a default sender when using Levitate's various features.
There are multiple ways to assign a Contact Owner to a contact, depending on how your system is set up or your team's needs.
While there can only be one Contact Owner for a unique contact, Contact Connections are other Levitate users who know the contact. A user becomes a connection when they create or edit the contact, are assigned as its owner, correspond with it through a synced email or calendar, or are added with Add a connection. Connections can also come from an integration or import.
By default, contact-specific notifications, like Birthday reminders, go to the Contact Owner, and automations, like New Client Automations, are usually sent from the Contact Owner.
If your account has sending on behalf of others turned on, Levitate Admins can schedule emails to an entire tag group and have each email sent from the Contact Owner: click the Send from dropdown at the top of the campaign scheduler and choose Contact owner. On a suggested campaign, the option reads Contact owner of the recipient. This way, one person in the office can schedule campaigns, but the client receives it from a familiar name. Contact your Success Manager to turn this on.
To see the Contact Owner, and Connections, go to a specific contact profile and choose Connections. The Contact Owner will be specifically noted, and all other connections will be listed.
To change the owner of one contact, open the ••• menu on a connection in that list and choose Assign as Contact Owner. To add someone, choose Add a connection. To change the owner of many contacts at once, select them on the People list and choose Assign Contact Owner.
Who Will My Email Come From?
| What you're sending | Sent from by default | How to change it |
|---|---|---|
| One-off email from a contact record | You | If you have access to a shared mailbox, choose it in Send from in the email |
| Campaign to a tag or list | The user who schedules it | Send from → Contact owner in the campaign scheduler (Levitate Admins only, and sending on behalf of others must be turned on) |
| Automation steps (birthday, new client, client review, etc.) | Usually the Contact Owner | In the automation, edit the step → Advanced Options → Always send this step from, then choose the Contact Owner, a connection type, or a specific user |
| Contact notifications (birthday reminders) | Sent to the Contact Owner | Reassign the Contact Owner |
Assigning Contact Ownership
Delegation of Contact Ownership is entirely specific to the Organization. Please reach out to your Levitate Admin or Success Manager to understand how your organization assigns Contact Ownership.
Generally speaking, Contact Ownership is assigned upon Contact Creation. Some organizations have an integration configured between Levitate and their client management system for contact management. Other organizations upload a spreadsheet of contacts into Levitate to create their contacts. Manual Contact Creation within Levitate and Email Syncing are options for creating contacts.
Integrations
Most client management systems have an employee listed as "Producer" / "Account Manager" / "Owner" for each contact. So, if Alex is listed as the "Account Manager" of 300 contacts in their office's client management system, Levitate will map Alex as the Contact Owner of the same 300 contacts in Levitate.
If contacts are being pulled from an Integration, reassigning ownership through the contact profile won't last: a manual change is overwritten the next time the integration syncs. Changes that are at odds with the data coming from your source system, and being mapped into Levitate, will override any manual tweaks made to contact ownership in Levitate. Ownership either needs to be updated in the source system, your CRM, or mapping for your integration connected to Levitate needs to be updated.
More on Integrations + Contact ownership
Spreadsheet Uploads
Each Levitate User is assigned a UserID in Levitate. When an admin uploads a spreadsheet of contacts, they can include an OwnerId column containing each owner's UserID. So, each of Jordan's 200 contacts would have Jordan's UserID in their row of the spreadsheet, and each of Sam's 250 contacts would have Sam's UserID in theirs. If the column is blank, or the upload is done by a non-admin, the contacts are owned by the person who uploaded them.
Manual Contact Creation
When a contact is manually created in Levitate, the user creating the contact will be assigned as the contact owner.
Email Sync
If creating contacts from email or calendar sync is turned on for your account and for you, then when your email or calendar syncs with Levitate and creates a new contact, you will be the contact owner. Any other users whose email/calendar include the same contact will be listed as a Contact Connection in Levitate.
Reassigning Contact Owners
To change the Contact Owner of one contact or many at once, use the Contacts page:
- Go to Contacts and select the contact or contacts you want to reassign.
- In the actions bar that appears, click the three-dot More menu and choose Assign Contact Owner.
- In the Assign Contact Owner window, search for the team member (the field reads "Search co-workers or add yourself") and select them.
- Click Save.
The new owner is applied to every selected contact, and Levitate confirms with "Contact owner assigned successfully!" when it finishes.