Skip to content

Manage paid seats and permissions

Last updated: February 7, 2024

Available with any of the following subscriptions, except where noted:

All products and plans

If you’re a super admin in your HubSpot account, you can assign seats to set a user's access level. This allows you to give free, view-only access to users who just need visibility into your data and assets; and paid, full access to users who will be regularly working in HubSpot. You can then customize each user’s permissions to give granular access to specific tools and features.

Your subscription level determines the default number of seats you have available to assign. Below, learn how to create new users with seat assignments, manage seats for existing users, purchase additional seats, and upgrade your subscription level. 

Please note: this article is for users participating in the Australia-New Zealand pilot for HubSpot's new pricing model.

Add and manage users

Users with both Add and edit users and Modify billing permissions can give other users access to paid features included in your subscription. Each time you give access to a user, you are assigning one seat.

Add users

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Users & Teams.
  • In the upper right, click Create user.
  • You can add users in a few different ways:
    • Enter the email addresses into the Add email address(es) field. If you add multiple users at the same time, you should separate email addresses with a comma or space.
    • Import users from a CSV file. In Excel, add an Email column with the email addresses of your users, and save the file in a CSV format. Click A CSV file, then drag and drop your .csv file, or click choose file to browse files on your computer.
    • If you have the Salesforce integration turned on (Professional and Enterprise only), you can import users from Salesforce. Click Salesforce records. By default, all of your Salesforce users will be selected for import. Clear the checkboxes next to any users you don't want to import.

Please note:

  • Only 100 users can be added in a single CSV import. If you're importing more than 100 users, you will need to do multiple imports.
  • If you add multiple users, the user permissions selected will be applied to all users in the batch.

 

  • Click Next.
  • On the Set up user access levels page, click Assign a seat to expand the section.
  • Click the Seat assignment dropdown menu to select the correct seat type for the user:
    • Core Seat: gives the user access to the features and tools of any owned Marketing Hub, CMS Hub, Operations Hub, Sales Hub Starter, Service Hub Starter, or shared platform features. Core seats are paid seats and the level of access they provide will depend on the highest tiered Hub you own.
    • View-only Seat: allows the user to view certain tools in your HubSpot account. Since View-only seats aren't paid seats, the user can't create, publish, edit, save, or delete any information in your account, and they can't have account access permissions or super admin permissions. This seat type may be appropriate for someone who only needs occasional access to HubSpot to view reports, gather data, and carry out administrative tasks.
    • Sales or Service Seat (Sales Hub or Service Hub Professional or Enterprise only): allows the user to access the features and tools of a core seat, and additional sales and service tools that facilitate one-to-one customer communication.
    • Partner Seat: gives eligible Partner and provider employees access to all features in a client's account. This is a free seat and is only available when adding Solutions Partner or provider employees.
      • Users with a partner seat can be assigned the Partner Admin permission template during permission setup. This permission template provides all the critical functionality of the Super Admin permission template with additional multi-account employee management capabilities. To learn more about how to migrate a Solutions Partner or provider employee from super admin to partner admin, click here.

Please note:

 

select-a-seat

  • Next, click Choose how to narrow access to expand the section. Select one of the following permission setup options:
    • Don't narrow access: users will have HubSpot's default permissions based on the seat you selected.
    • Start with a template: users can be assigned a templated permission set based on the user's job function.
      • Click Narrow access with a defaulted permission set to expand the template selection section.
      • Click the Select template dropdown menu to select a default permission set.
      • Click Narrow access with permissions to expand the permission customization section for the template you selected. Customize permission sets further as needed.
    • Start from scratch: review the full breakdown of HubSpot's permissions and customize the access for your new users.

choose-how-to-narrow-access

  • Click Review access to expand the review section. Return to previous sections if further modifications are required.
  • Click Next.
  • By default, HubSpot sends an invite email to new users with a link to set their password. If the user has already set up a HubSpot password for another account, you can skip sending the welcome email by clicking the Don't send an email invite when this user is added to HubSpot checkbox.
  • Review the permissions, then click Create User.
  • You can continue setting up your users by sending an invite link, adding your users to a team, or setting up users with preset settings:
    • To send the new user an invite link, click Copy invite link. When they set up their account, the email must match what was added during the user setup.
    • To add the new user to a team, use the dropdown menus under Add your users to a team.
    • To set the new user up with preset settings, under Set up users with presets, click Set up users with presets, then click the Presets dropdown menu. Learn more about creating presets.

The new user will be sent the welcome email where they can set up their password and log in. If the new user doesn't receive a welcome email within five minutes, consult these troubleshooting steps. Note that the user won't be sent an email if you selected the Don't send an email invite when this user is added to HubSpot checkbox during the creation process.

Once a user has been added to an account, and they have set up their password, they're eligible to receive notifications, such as lead assignment notifications. The user can manage their notifications by logging in and setting up their notification profile and preferences.

Manage existing users

You can manage seats and permissions for existing users to change or remove their access to tools in your account.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Users & Teams.
  • On the Users tab, you'll find a list of your users, their teams, their level of access and seat type, and their last active date. To edit a user's access settings, click the user's name.
  • Make changes to the user's settings as needed: 
    • To add or remove a user from a team or preset, click the dropdown menus under their name.
    • To view user permission history, reset a user's password, remove the user as a super admin, deactivate the user, or remove the user from your account, click the Actions dropdown menu, then click the action you want to take.

edit-user

    • To change the user's seat assignment, click Assign a seat to expand the section. Click the Seat assignment dropdown menu to change the seat. To completely unassign a seat, click View-Only Seat. Learn how to purchase or remove additional seats for your subscription.

edit-user

  • Click Save.

Manage seats billing

Add or remove paid seats

Users with Modify billing permissions can add or remove paid seats to change the number of available seats that can be assigned to users. Once a paid seat is removed, your billing will be adjusted after your renewal date at the start of your next subscription term. Seats that are currently assigned to users can't be removed from your account. Learn how to unassign paid seats.

Learn more about the billing and payment implications when you add or remove seats. For further information, contact the HubSpot sales team.

To add or remove user seats:

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Users & Teams.
  • In the top menu, click the Seats tab. Here you can review seat assignments, invite statuses, and last active dates for users in your account. Use the search bar and filters at the top of the table to view specific users.

add-or-remove-seats

  • To add additional seats:
    • Click Add Seats below the type of seat you wanted to purchase.
    • On the Seats purchasing page, click the up arrows to increase the number of seats, then click Buy Now.

add-seats

  • To remove unassigned seats from your account:
    • Click Remove unassigned seats to be taken to the Subscriptions tab of the Account & Billing screen.
    • Click Remove unassigned seats next to the subscription name or seat type.
remove-unassigned-seats-account-and-billing
    • In the dialog box, use the arrows to indicate how many unassigned paid seats you want to remove. The Current Subscription will show the number you currently have, and the Auto-Renewal box will reflect the billing adjustment that will be effective at the start of your next subscription term.

how-many-seats-do-you-want-to-remove

    • To confirm the change, click Remove [#] Seats.
    • A confirmation will appear showing the change. Click Close to close the dialog box.
    • After scheduling the removal of seats, a confirmation will appear next to the subscription. To cancel the seat removal, click Cancel this removal. Confirm the cancellation of this removal by click Cancel this removal.

Please note: reassigning canceled paid seats before the downgrade effective date will cancel the downgrade.

Purchase or upgrade subscriptions

You can visit the HubSpot pricing page to see the full list of offerings for each subscription tier, start product trials, and upgrade your account.

Please note: if you want to join an existing account, ask your team's super admin to add you to the team.

  • In your HubSpot account, click your account name in the top right, then click Pricing & Features to view upgrade options within your account. If you don't have a HubSpot account, visit the HubSpot Pricing page.
  • To view pricing options for separate platform solutions and products, click the left navigation tabs to explore your options.
  • To purchase an individual subscription or upgrade your subscription, click Buy now or Talk to Sales.
products-and-plans-example

 

  • To purchase or upgrade subscription bundles and product add-ons for Marketing HubSales HubService HubCMS Hub, and Operations Hub, on the Create a Bundle tab, click the checkbox next to each product and add-on. You can then begin the purchasing process by clicking Buy now or Talk to Sales.

select-products-and-add-ons

  • After clicking Buy now, you'll begin the checkout process. Follow the on-screen instructions to complete your purchase. If you clicked Talk to Sales, you can call or message a HubSpot sales representative about the subscription.

Please note: your credit card will be charged according to your billing period during the subscription term, and you must keep an active card on file. After purchasing, you can update your credit card information in your account settings.

 

Was this article helpful?
This form is used for documentation feedback only. Learn how to get help with HubSpot.