The HubSpot integration works at team level, but lemlist calls HubSpot with one person's HubSpot login: the user used for API calls. If that person leaves your company, changes role, or should no longer own the connection, you can move the integration to another teammate without disconnecting HubSpot. The HubSpot account, the synced data, and your integration settings stay the same.
Do it as soon as you know the current user is leaving. While the integration runs on their HubSpot login, if their HubSpot user is deactivated or their token expires, the whole team integration switches to Disconnected and sync stops.
Limitations
You cannot change the user used for API calls from lemAgent or the lemlist API. Do it in the lemlist app.
The dropdown in HubSpot connection settings does not list the users of your HubSpot account. It lists only the lemlist users of your team who connected their own HubSpot login to lemlist.
These steps only change the user for the same HubSpot account. Selecting a different HubSpot account is an account switch, not a change of user.
Prerequisites
The new person has their own lemlist user in your team.
Their HubSpot user belongs to the same HubSpot account and has access to the objects lemlist writes: contacts, companies, and activities. After the change, API calls run with their HubSpot permissions.
Step 1: Connect the new person's HubSpot login
Log in to lemlist as the new person, with their own lemlist user. Do not do this from the current API user's lemlist session.
Go to Settings → Integrations → HubSpot and click Connect.
In the HubSpot window, sign in with the new person's HubSpot user and pick the same HubSpot account your team already uses (same Account ID). Picking another account would be an account switch.
✅ Verify: logged in as the new person, Settings → Integrations → HubSpot shows Connected.
Step 2: Select the new person as the user used for API calls
In lemlist, open HubSpot connection settings (the screen with the account dropdown).
In the dropdown, select the line Account ID: [your account ID] ([new person's name]).
The change is saved automatically. No confirmation popup appears, because the account ID does not change.
✅ Verify: the dropdown shows the new person's line, and the team activity log shows a line saying the HubSpot account was selected.
What changes and what stays the same
What changes: lemlist calls HubSpot with the new person's HubSpot login. Same account, same data, same settings.
What stays the same when the account ID does not change:
The links between lemlist contacts and companies and their HubSpot records. There is no re-matching and no duplicates.
Field mapping, user mapping, sync rules, mandatory properties, and Activities settings.
The queue of activities waiting to be sent to HubSpot.
The default owner fields you already set.
The only visible trace is a line in the team activity log.
Why not disconnect and reconnect?
Disconnecting and reconnecting the same HubSpot account does not trigger a full re-match. Each contact and company keeps its HubSpot ID in lemlist, and reconnecting to the same account is treated as a simple reconnection. A full reset only happens if you reconnect to a different HubSpot account.
A disconnect and reconnect still costs you three things:
The default owner fields are lost. You have to set them again after reconnecting.
Sync stops during the gap. Nothing is pushed to or pulled from HubSpot until the new connection is selected.
CRM-based campaigns of the user who disconnects can stop and need to be restarted.
The steps in this article avoid all three.
Practical example
Your team connected HubSpot through Alex, who is leaving the company. Sam, your sales ops admin, should take over. Sam logs in to lemlist with Sam's own user, goes to Settings → Integrations → HubSpot, clicks Connect, and picks the same HubSpot account. Then Sam opens HubSpot connection settings and selects Account ID: [your account ID] (Sam). From then on, lemlist calls HubSpot with Sam's login, and deactivating Alex's HubSpot user no longer affects the integration.
Troubleshooting
Issue: The new person does not appear in the dropdown
Root cause: They connected HubSpot from the current API user's lemlist session, or the connection failed.
Fix:
Log in to lemlist as the new person.
Check that Settings → Integrations → HubSpot shows Connected.
If it doesn't, click Connect and repeat Step 1.
Issue: The new person's line shows a different account ID
Root cause: They picked the wrong HubSpot account in the HubSpot window.
Fix:
Do not select that line.
Disconnect HubSpot from the new person's own Integrations page. This is safe: they are not the user used for API calls yet.
Connect again and pick the account your team already uses.
Issue: A popup You are about to change HubSpot account! appears
Root cause: The line you selected is not your current HubSpot account.
Fix:
Cancel the popup.
Select the line with the same Account ID your team already uses.
If your case is different
If you are setting up the HubSpot integration for the first time, or want to change field mapping, user mapping, or Activities settings, see How to configure the HubSpot integration in lemlist.
If you want to connect lemlist to a different HubSpot account, that is an account switch, not a change of user, and these steps don't apply.
If data is not syncing between lemlist and HubSpot, see Troubleshoot lemlist–HubSpot sync issues.