Overview
Managing leads for multiple branches(locations) can become complex when all data flows into a single CRM. Our client operated in several regions such as Canada, Dubai, and Kuwait, Qatar with separate teams for each location. They needed a smarter way to ensure every team accessed and managed only their regional leads without confusion, duplication, or data leakage.
Amwhiz implemented a location-based lead routing and access control solution in HubSpot to streamline operations and improve sales efficiency.
Problem Statement
The client faced major issues managing location-based leads inside HubSpot:
- All leads were visible to every salesperson, regardless of region.
- Canada teams were seeing Dubai and USA leads, causing misrouting.
- Sales teams wasted time filtering and reassigning contacts manually.
- Duplicate contacts were created when leads lacked email IDs.
- No proper structure existed for managing multiple brand locations in HubSpot.
They needed a system where each branch handled only its own leads automatically.
Challenges
- No built-in regional isolation for multi-location teams.
- Leads without email IDs created duplication risks.
- Phone-number-only leads were difficult to map by country.
- Multiple brands and locations needed separate access control.
- Preventing data loss while removing duplicate contacts.
The solution had to be automated, scalable, and secure.
Process
1. Brand-Based Structure in HubSpot
We implemented HubSpot’s Brands feature to create separate brand environments for each location, such as: Canada
Each brand was linked to its respective users and pipelines via workflows.
2. Workflow Automation by Location
We built custom workflows that automatically assign leads to the correct brand and sales team based on location data.
- Canada leads → Canada HubSpot users
- Dubai leads → Dubai HubSpot users
- USA leads → USA HubSpot users
Only regional users could view and manage their own leads.
Secure Access Control.We restricted access so that:
- Canada users can only see Canada leads.
- Dubai users can only see Dubai leads.
- USA users can only see USA leads.
To ensure that all data in HubSpot remains brand-wise (branch-wise), users are organized into separate teams—such as main teams (Canada, Dubai) and corresponding sub-teams (Canada Sales, Canada Marketing, etc.)—with permissions configured based on team structure.
3. Country Mapping Using Phone Numbers
Since many leads arrived without email IDs, we used custom code actions in HubSpot:
- Extract the country code from phone numbers.
- Map the country code to the correct location.
- Assign the lead to the correct brand automatically.
This ensured accurate routing even with limited data.
4. Duplicate Prevention Logic
We added advanced logic to handle duplicates:
- Check if a contact already exists in HubSpot.
- If found, associate the new lead with the parent contact.
- Store the duplicate safely in custom object records ensuring re-engagement.
- Delete the new duplicate entry after association not to affect any enrolled sequences.
- This process prevents CRM clutter while keeping historical data intact.
- This improved privacy, accountability, and team focus.
Benefits
- Location-based lead visibility for each branch
- Automated routing with no manual filtering
- Reduced lead handling time
- Zero cross-location confusion
- Duplicate contact prevention
- Better data accuracy and CRM hygiene
- Improved sales productivity
- Scalable for future locations and brands
Result
After implementation, the client achieved a fully automated, location-driven HubSpot CRM system in which each regional team operated independently yet efficiently. Lead management became faster, cleaner, and more secure, enabling the business to scale without operational bottlenecks.