How to Assign Agents to Your Team Members Through Spectora Tags (Owner Mapping)

If different people on your team manage different real estate agents, you want the agent, their brokerage, and every inspection deal to show up under the right person in your CRM. Owner Mapping does that for you. You tag the agent in Spectora with a team member's name, and the integration sets that person as the owner in your CRM from then on.

This article is for Spectora users on the WolfPack CRM integration with ActiveCampaign or HubSpot.

What Owner Mapping does

Spectora has no "owner" field for agents, but it does have tags. Owner Mapping reads a rep tag on each agent and carries it into your CRM. Every time an inspection event comes through from Spectora (scheduled, confirmed, published, or cancelled), the integration sets three things:

The agent contact. In ActiveCampaign, a text field of your choice (for example "Assigned Rep") is filled with the team member's name. In HubSpot, the contact owner is set.
The brokerage. The agent's brokerage account (ActiveCampaign) or company (HubSpot) gets the same owner.
The deal. The inspection deal is owned by the buyer's agent's team member. If the buyer's agent has no rep tag, the listing agent's team member is used. If neither agent is tagged, the deal owner is left as it is today.

Tip: Once owners follow the tag, you can point your CRM automations at "Deal owner" or at the assigned-rep field so follow-up tasks land on the right person automatically. Your specialist team can help you adjust those automations.

How to set it up

Owner Mapping is configured by your WolfPack specialist team as part of your integration. To get started, send your team two things:

The tag you will use for each team member in Spectora (for example mike, sarah).
Which CRM user each tag maps to.

Your team adds the rules to your connection and turns the feature on. From that point, all you do is keep tagging agents in Spectora.

Tagging agents in Spectora

Open the agent's record in Spectora.
Add the tag that matches the team member who manages that agent.
To move an agent to a different team member, change the tag. The integration picks up the change, usually within a minute.

Tag rules to know

Capitalization does not matter. Mike and mike match the same rule.
First match wins. Rules are checked in order. An agent with two rep tags gets the team member from the first rule that matches.
Owners are never cleared. Removing a tag, or tagging an agent with a name that has no rule, leaves the current owner in place.
A fallback owner is optional. If you want untagged agents to go to one specific person, tell your specialist team and they will set a fallback. Without one, untagged agents keep whatever owner they have today.
Other tags are ignored. Tags like vip, inactive, or commercial do not affect ownership, so keep using them as you do now.

When owners update

On every inspection event. Each time an inspection is scheduled, confirmed, published, or cancelled, the owner is set on the agent, brokerage, and that deal.
When you edit an agent's tags. Spectora tells the integration about the edit, and the agent, their brokerage, and their open deals (where they are the buyer's agent) are updated. This usually happens within a minute.

Heads up: Agent-edit updates are rate-limited to protect your Spectora API allowance. If you edit the same agent several times in a short window, or edit a large batch of agents in one day, some changes wait until that agent's next inspection event. The change is never lost, only deferred.

Existing records

Turning on Owner Mapping does not rewrite your history. Existing agents, brokerages, and open deals pick up their owner the next time something happens to them: the deal's next status change, or the next time you edit that agent's tags in Spectora. If you want everything owned correctly on day one, ask your specialist team about a one-time backfill.

Limits

ISN is not supported. ISN agents have no tags, so there is nothing to map. Owner Mapping is a Spectora feature.
A brokerage with agents under different team members takes the owner of whichever agent synced most recently.
Manual re-syncs do not set owners. A "run sync now" or historical import does not include agent tags, so those leave owners unchanged. Live inspection events and agent edits are what set them.
Your specialist team can see every owner decision in the integration log, including which tag was used and whether it came from the buyer's agent or the listing agent. If an owner looks wrong, send them the agent's name and they can check it quickly.

Questions?

Reach out to your WolfPack specialist team through your Customer Portal or by replying to any email from the team.