Record ownership
Updated October 31, 2026 · Applies to Platform ONE 1.34
Every main record has one member of staff who looks after it: its owner. This works the same way in every product, for records such as contacts, companies, deals, notes, follow-ups, bookings, time off, projects and dock visits.
Who owns a new record
| How the record was made | Owner |
|---|---|
| By a member of staff | The person who made it. |
| Online, through the API or by a workflow | The member of staff it's with or about, where there is one: for example the staff member of a booking, or the manager of the person time off is for. |
| Otherwise | Nobody: it's Unassigned until someone takes it. |
Who can change the owner
| You are | You can |
|---|---|
| The owner | Give it to someone else. |
| Any member of staff, on an Unassigned record | Select Take it. |
| A manager or an administrator | Change the owner of any record. |
Administrators can also give everything one person owns to someone else at once, for example when they leave.
What ownership doesn't do
Ownership names who looks after a record. It doesn't hide the record from others. The one exception is contacts in Rolodex ONE, which only some people see; the Rolodex ONE user guide explains who.