Manage seats in your HubSpot account (Nordic region limited release)

Seats control what HubSpot tools users can access in your HubSpot account. Assigning the right seat type ensures each team member has the tools they need based on their role.

For example, you might assign a View-only seat to an executive who needs reporting visibility, and a Front Office seat to a sales rep who works directly with contacts and deals.

Before you get started

Understand requirements

• To create and edit users, you must have Add and edit users permissions.
• To add, remove, and assign seats, you must be a Super Admin or have Modify billing and change name on contract permissions.

Understand limitations & considerations

• Seats that are currently assigned to users can’t be removed from your subscription, but they can be reassigned to other users.
• When removing seats, billing adjustments take effect at the start of your next subscription term.
• If adding multiple users in a CSV import, you can import up to 100 users per file.

Seat types

There are five types of seats, and each type offers different levels of access to users.

• Core Seat: gives your users access to the core customer platform features and tools available in your HubSpot edition, as well as Breeze Assistant, data enrichment, Smart CRM, and calling. Core seats are recommended for roles that take care of:

• Marketing operations
• Revenue operations
• Data management

• Front Office Seat: gives your users access to dedicated workspaces and tools in addition to the core seat access. It’s designed to give customer-facing users access to features like sales workspace, sequences, help desk, and customer success workspace. Front Office seats are intended for roles such as:

• Sales representatives
• Customer success managers
• Support agents

• View-only Seat: allows users to view data in your HubSpot account, but they can’t make any changes to the data or the HubSpot account.

• Partner Seat: a free seat that gives eligible HubSpot Solutions Partners and provider employees access to all features in a client's account.

• Developer Seat: a free seat that provides access only to the Developer Platform.

Create a new user and assign a seat

To provide your team with access to HubSpot, add them as users in your account. During the setup process, assign each user a seat based on the level of access they need to HubSpot’s tools.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. In the upper right, click Add users > Create new.
4. Add users using one of the following methods:
• Email address: enter the email addresses for the users in the Email address(es) field. Separate multiple emails with a comma or space.

• • CSV file: click Import CSV to Import a CSV file containing an Email column.

5. Click Next.
6. On the Set up user access levels page, in the Assign a seat section, click the Seat assignment dropdown menu and select a seat type for the user you’re adding to the HubSpot account.
7. Click to expand the Choose how to set access section, then select one of the following:

• • Use seat permissions: users will have default permissions based on the seat you selected.
  • Use custom permissions sets: give users an existing custom permission set or Super Admin access.
  • Start with a template: select a default permission set based on job function.
  • Start from scratch: customize permissions individually.

8. Click to expand the Choose permissions section. Toggle the permissions on and off as needed. Learn more about what each permission gives access to in HubSpot's user permissions guide.
9. Click Next.
10. Review user access and seat assignment to complete the user setup process.
11. Click Create user.

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.

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. After the user logs in, they can also set up their profile.

Assign, remove, and change seats for an existing user

If a team member's role has changed, you can assign, remove, or change their seat in HubSpot.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. On the Users tab, hover over the user and click Actions, then select Change seat.

4. Click the Seat dropdown menu and select a new seat type for the user.
5. To remove a seat for a user, click x next to the seat.
6. Click Save.

Add or remove seats from your HubSpot subscription

Users with Modify billing and change name on contract permissions can adjust the number of seats in your HubSpot subscription.

For example, if you have unassigned a seat from a user and no longer need it, you can remove the unassigned seat from your HubSpot subscription. Once a seat is removed, your billing will be adjusted at the start of your next subscription term. Seats that are currently assigned to users cannot be removed from your subscription.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Seats tab.
4. To add a new seat to your HubSpot subscription:

• • Below the seat type, click Add Seats.

• • On the purchasing page, use the arrows to increase the number of seats.
  • Click Buy Now. Then complete checkout steps.

5. To remove an unassigned seat from your HubSpot subscription:

• • Below the seat type, click Remove unassigned seats.

• • In the dialog box, select the number of seats to remove.
  • Click Remove [#] Seats.

A confirmation will display the change and the effective date. To cancel a scheduled removal, click Cancel this removal.

Please note: reassigning seats before the downgrade effective date cancels the scheduled removal.