Getting Started
Agency and consultant access handoff
How outbound and GTM agencies set up OutboundSync for a client CRM, share access with teammates, and hand the workspace to the client when the engagement ends.
When to use this guide: Use this guide when an agency, consultant, or GTM operator is connecting OutboundSync on behalf of a client — or when the client needs lasting access after the engagement ends.
Outbound, Salesforce, Clay, and other GTM agencies run into the same questions on setup calls: which email logs in, why other clients’ sources appear under one login, who can edit sources after handoff, and what breaks if the consultant leaves the client CRM. This guide covers the shared access model, then the CRM-specific differences that matter for handoff.
For adding coworkers inside a single company workspace (not a multi-client agency engagement), start with How teammates get OutboundSync account access.
Who this is for
Section titled “Who this is for”- Outbound and GTM agencies operating client SEP + CRM stacks
- Salesforce partners and HubSpot agencies connecting OutboundSync for a client portal
- Clay operators and freelance consultants who set up sync, then leave the account with the client
The audience is the agency or consultant. The CRM destination is still HubSpot, Salesforce, Close, Attio, Pipedrive, HighLevel, or another supported CRM — Clay and similar tools are workflow context, not OutboundSync CRM destinations.
How OutboundSync access works
Section titled “How OutboundSync access works”OutboundSync uses passwordless email login at app.outboundsync.com. There is no separate workspace invite flow for agencies.
- Sign in with any email. On first login, OutboundSync creates an account for that address — see Create your OutboundSync account.
- Connect the client CRM. That connection scopes the CRM-backed workspace that owns sources and synced activity.
- Create sources and paste the URLs into the client’s sales engagement platform.
The login email does not need to match the CRM user. What matters for the initial connect is that whoever completes OAuth has enough CRM admin rights to approve OutboundSync’s scopes — HubSpot Super Admin or Salesforce System Administrator (or equivalent).
Three roles that are easy to confuse
Section titled “Three roles that are easy to confuse”| Role | What it controls |
|---|---|
| OutboundSync login | Which email signs in at app.outboundsync.com |
| CRM OAuth authorizer | Which CRM identity approved the OutboundSync connection — must be a CRM system administrator at connect time |
| Source owner | Per-source setting (for example HubSpot Select owner) for who owns newly created contacts or activities in the CRM — not the same as who can open the OutboundSync UI |
Multi-client agencies under one email
Section titled “Multi-client agencies under one email”One OutboundSync login can hold multiple CRM connections. If you already support other clients, you may see their sources when you sign in. That is expected — each Connected Account is a separate CRM portal/org, not a shared “agency workspace” that mixes client data into one configuration.
The client does not automatically inherit that login. If the client needs to operate the same HubSpot- or Salesforce-backed sources after the engagement, each client admin signs in at app.outboundsync.com with their own email and connects the client CRM themselves using CRM admin credentials.
Who can edit sources
Section titled “Who can edit sources”OutboundSync does not offer self-serve user invites. After CRM connect:
- Any teammate or client admin who signs in and connects the same CRM with system administrator rights can view and manage that portal’s sources, logs, and Connected Accounts.
- Sign-in alone without a CRM connect does not grant access to someone else’s configuration.
Details: How teammates get OutboundSync account access.
When the agency or original client admin left
Section titled “When the agency or original client admin left”If the person who first connected OutboundSync is gone, a new HubSpot Super Admin or Salesforce System Administrator at the client signs in and connects the same CRM (HubSpot: Connected Accounts → HubSpot). Billing or subscription questions go to support@outboundsync.com.
Recommended setup pattern
Section titled “Recommended setup pattern”- Prefer having client admins connect the client CRM on their own OutboundSync logins when the client will operate the integration long-term. Agency staff can use the same pattern on their logins while the engagement is active.
- Complete CRM OAuth with a client admin who has the right scopes (HubSpot Super Admin or Salesforce System Administrator / dedicated integration user). Agencies with temporary CRM admin access can complete OAuth themselves when the client is not on the call — see the CRM sections below for what must remain true after handoff.
- Create sources, configure the SEP, and store API keys as needed.
- Before the engagement ends, confirm each client admin has signed in and connected the client CRM on their own email.
CRM-specific handoff notes
Section titled “CRM-specific handoff notes”HubSpot
Section titled “HubSpot”- Super Admin (or sufficient scopes) is required for the initial OAuth approve.
- After connect, the integration runs at the HubSpot account level. The authorizing HubSpot user can lose Super Admin or leave the portal and sync continues.
- To stop OutboundSync, uninstall the OutboundSync app from HubSpot — do not rely on removing the authorizing user.
See Disconnect CRM after connecting to OutboundSync? and Re-authorize your HubSpot account. Full setup: HubSpot setup guide.
Salesforce
Section titled “Salesforce”- The connection is tied to the Salesforce user who authorized OutboundSync. That user (or a dedicated integration user) must remain active, or sync stops.
- When an agency connects with an agency Salesforce user, removing that user later breaks the integration for the client. Prefer a client-owned or dedicated Salesforce integration user for OAuth when the agency will leave.
- On Salesforce, Created By on API-written records reflects the OAuth user — not every OutboundSync teammate who can open the UI. See Identifying OutboundSync activity in Salesforce.
See Disconnect CRM after connecting to OutboundSync? and Re-authorize your Salesforce account. Full setup: Salesforce setup guide.
Close, Attio, Pipedrive, HighLevel, and other CRMs
Section titled “Close, Attio, Pipedrive, HighLevel, and other CRMs”OutboundSync login and multi-client Connected Accounts work the same way: each person who needs access signs in and connects the CRM with admin rights. Use the CRM’s own setup guide for OAuth and admin requirements:
Handoff checklist
Section titled “Handoff checklist”Before the agency or consultant steps away:
- Confirm the client’s CRM connection is healthy under Connected Accounts.
- Have each client admin sign in at app.outboundsync.com and connect the client CRM with CRM admin credentials (HubSpot: HubSpot dashboard).
- Document source URLs and which SEP workspaces/events use them.
- On Salesforce, confirm OAuth is owned by a client or dedicated integration user that will stay active — not only an agency user that will be deactivated.
- On HubSpot, confirm the OutboundSync app remains installed; the original authorizing Super Admin does not need to stay on the portal for sync to continue.
