Limit access to your HubSpot assets

You can limit access to content, data, and more so only the right teams and users can view and edit them. This can be helpful if you want to keep your assets separated by department or team. It also helps your users stay focused and organized. 

The assets that you can limit access to depend on your HubSpot subscription:

Set default permissions (CMS Hub and Marketing Hub Enterprise only)

By default, newly created assets are accessible to all users that have permissions for the asset. However, you may want to only allow specific users or teams to create or edit assets. In your account settings, you can automatically limit access to newly created assets so that only the asset creator and their team can view and edit them.

To limit access to new assets:

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Click the Teams tab.
• Click to toggle the Turn on to limit access to new content switch on.

How to limit access

Access to tools can be limited by following the below steps. For dashboards, CRM views, and email subscription preferences, skip to the tool-specific section below.

• In your HubSpot account, navigate to the tool that you want to limit access to.
• To assign one asset, hover over the asset you want to assign, then click the Actions dropdown menu and select Manage Access. 
• To assign assets in bulk, select the checkboxes next to the asset you want to assign, then click Manage access.

• In the dialog box, select Available to everyone or Select users and teams who can edit. 
• To assign the content to teams or users, click the Teams or Users tab, then click the checkbox next to the teams and users you want to assign.
  
  
• Click Save. 

The asset will now only be visible to the selected users and teams.

For the tools that don't follow the above instructions, you'll find the tool-specific instructions below.

Tool-specific instructions

CRM records

By default, users can view and edit all contacts, companies, deals, and tickets. You can adjust a user's permissions so that they can only view and edit records owned by them or their team.

To limit access to CRM records for your users:

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Click the name of the user you want to edit.
• On the CRM tab, click Object access to expand the section.
  • Click the dropdown menus next to the View, Edit, and Delete permissions for a specific record type.
  • Select Everything, Team only, Owned only, or None.

• To edit who can communicate with a record, click CRM tools to expand the section.
  • Click the dropdown menu next to Communicate.
  • Select Everything, Team only, Owned only, or None.

• To save your changes, click Save.

The updated permissions will take effect after the users log out then log back in. Learn more about user permissions.

CRM views

You can't limit access to standard views but custom CRM views can be set to be visible only to you, visible to your team, or visible to everyone. 

To limit access to a CRM view:

• In your HubSpot account, navigate to your contact, company, deal, or ticket dashboard.
• In the left sidebar, click All saved filters.
• Hover over the filter name, then click Options. In the dropdown menu, select Manage sharing.
• In the dialog box, select whether you want the filter to be only visible to you, your team, or to everyone.
• Click Save.

Conversations inbox

After creating an inbox, you can edit which users and teams are able to view it by editing your team management settings. Learn how to manage your inbox users. 
 

Dashboards

Dashboard owners can set which teams have view and edit access to custom dashboards.

To assign access to dashboards:

• In your HubSpot account, navigate to Reports > Dashboards.
• Above the dashboard reports, click the Assigned link, then click Edit access.
  
  
• In the right panel, select the users that you want to assign access to.
  • To only allow the dashboard owner to see the dashboard, select the Private to owner radio button. Then click Save.
  • To allow all users to access the dashboard, select the Everyone radio button, then select the View and edit radio button or the View only radio button. Then click Save.
  • To allow only specific teams and users to access the dashboard:
    • Select the Only specific users and teams radio button.
    • Select the View and edit radio button or the View only radio button.
    • Click Next.
    • Select the checkboxes next to the teams and users you want to assign access to.
    • Click Save.

Deal and ticket pipelines

Super admins can manage which users and teams have access to specific deal and ticket pipelines. For each pipeline, you can give access to all users in the account, or limit access to individual users and teams.

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Objects > Deals or Objects > Tickets.
• Click the Pipelines tab.
• In the Select a pipeline section, click the dropdown menu and select a pipeline to edit.
• Click the Actions dropdown menu, then select Manage Access.
• In the right panel, select Private to me, Available to everyone or Select users and teams who can edit.
• If you're selecting specific users or teams, in the search bar, search for and select the checkbox to the left of the user or team that you'd like to give access to the pipeline.
• To remove access to the pipeline, clear the checkbox next to the user or team's name, or click the X in the Who has access section.
• At the bottom of the panel, click Save.

Explicitly giving a user or team access to a pipeline will limit access for all others. If a user does not have permission to view the pipeline:

• Restricted pipelines will be grayed out in the HubSpot account on desktop and the mobile app.
• They can view a specific deal or ticket record if sent a direct link from a user with access to the pipeline.
• They can view records from restricted pipelines in reports.
• They can view records from restricted pipelines as associations on records.
• They can search for records within the pipeline.
• They will not be able to create new records within the pipeline. 

Documents, playbooks, sequences, and sales templates

After creating a document, playbook, sequence, or template, you can set the level of access to be private to the owner, shared with everyone, or shared with specific users and teams. 

Learn how to limit access to sales content. 

Domains

By default, users with the Add and edit domains user permission can view and edit all domains, as well as publish content to all domains. To limit which users can edit or publish content to particular domains, learn how to assign domain publishing permissions to teams.

Social Accounts

Only super admins can manage which users and teams have access to specific social accounts. Explicitly giving a user or team access to a social account will limit access for all others. Users or teams without access cannot view or manage posts from that account in the social tool.   

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Marketing > Social.
• In the Accounts tab, under the Account access column, click Only me, Everyone, or [number of teams and users].
  

• In the right panel, select Private to me, Available to everyone or Select users and teams who can edit. Only customers with a Marketing Hub Enterprise subscription can limit access by users and teams. 
  • If you're selecting specific users or teams, in the search bar, search for and select the checkbox to the left of the user or team.
  • To remove access from an account, clear the checkbox next to the user or team's name, or click the X in the Who has access section.
• At the bottom of the panel, click Save.

Emails

You can assign edit access of specific marketing emails to individual users or teams from the email dashboard using the general instructions above.

Emails assigned to a team can only be edited by users on that team. Any email that isn't assigned will be accessible to all users and teams with the email user permission.

If a user in your HubSpot account doesn't have access to edit a specific email, they can request access to it by following the steps below:

• In your HubSpot account, navigate to Marketing > Email.
• Click the name of the email you want edit access to.
• In the top right, hover over the Review and Send button, then click Request permission update.

• In the dialog box, click the Approver dropdown menu and select an admin on your team.
• You can optionally enter a message to explain why you need edit access to the email.
• Click Send request.
• The approver you selected will be notified that you've requested access to the email. You'll then receive a confirmation email after the approver grants access.

Files 

Manage access to your folders and subfolders in the files tool to control which teams can view or edit the folder and associated files. You can also allow all teams access to a main folder, but restrict access to a subfolder. To restrict access to a folder:

• In your HubSpot account, navigate to Marketing > Files and Templates > Files.

• Hover over a folder and click Actions > Manage access.  
  
  

• In the right panel, configure your folder access: 
  • Available to everyone: all users can view and edit the folder and associated files. 
  • Select teams who can edit: only selected teams can edit the folder and associated files.
    • Select the checkbox next to the teams you want to grant access to. 
    • To remove access from a team, clear the checkbox next to the user or team's name, or click the X in the Who has access section.
• At the bottom of the panel, click Save.

Properties

Super admins can limit access to a property so that only specific users and teams can edit the property on records. A limited property will still be visible by all users.

Users and teams that aren't given access will see the message You do not have the permissions to edit the value of this field when hovering over the property on a record.

 

Learn how to limit edit access for properties.

Record sidebars

You can customize the sidebars that appear on contact, company, deal, and ticket records so that different teams have different views. Learn how to personalize record sidebars for specific teams.

Reports

There are multiple ways to limit access to reports:

• If a report hasn’t been added to a dashboard, you can limit access to it individually from the reports tool.
• You can partition a report dashboard by assigning access to the dashboard.

You cannot limit access to reports found within the analytics tools section or individual custom analytics views.

List access limits (BETA)

Super admins can set which teams have visibility to which lists using the general instructions above. 

When assigning access to a list, or enabling the default assignment setting, keep in mind the following:

• Limited access lists can only be seen and selected by the list creator and the assigned teams. All other users will be unable to see or select the list. This applies to all tools, such as marketing email, workflows, and reports.
• In addition to the list filters, a contact will only appear in a limited access list if they meet one of the following criteria:
  
  • The contact is owned by a user on the assigned team.

• • A custom HubSpot user property on the contact record is set to a user on the assigned team.

• If a user moves to a different team, they will no longer be able to access or view the lists they could previously unless their new team has access to the same lists.

Email subscriptions (BETA)

Limiting access to your email preference groups lets you control which teams can use which subscription types and office locations in marketing emails. When an email preference group is limited to a team, only that team will be able to select the preference group when composing an email.

To assign a preference group to a team:

• In your HubSpot account, navigate to Marketing > Email.
  
• Under Preference groups, click the preference group you want to edit.
  
• Click Actions, then select Edit.
  
• In the right panel, click the Teams (Optional) dropdown menu, then select the teams that you want to assign the group to.
  
• Click Save.

Learn more about limiting access to your email subscriptions.

Workflows

Workflows can be assigned to a specific team from the workflows dashboard using the general instructions above.

Workflows assigned to a team can only be viewed and edited by users on that team. Any workflow that isn't assigned will be accessible to all users and teams with the workflows user permission.

Campaigns

You can limit access to your marketing campaigns to allow certain teams to manage the campaign's details and change which assets are associated with it. 

To assign access of a campaign to a team:

• In your HubSpot account, navigate to Marketing > Campaigns.
• Hover over a campaign you want to edit access for, then click the Actions dropdown menu and click Manage access.
• In the right panel, select Available to everyone or Select teams who can edit.
• In the search bar, search for and select the checkbox to the left of the name of the team you'd like to give access to the campaign.
• To remove access to the campaign, clear the checkbox next to the team's name, or click the X in the Who has access section.
• At the bottom of the panel, click Save.

Ads

After you connect Google, Facebook, or LinkedIn ad accounts to HubSpot, you can assign them to specific users and teams.

To assign access of an ad account:

• In your HubSpot account, click the settings settings icon in the main navigation bar.
• In the left sidebar menu, navigate to Marketing > Ads.
• Hover an ad account you want to edit access for, then click the Actions dropdown menu. Select Manage access.
• In the right panel, select Available to everyone or Select teams who can edit.
• In the search bar, search for and select the checkbox to the left of the name of the team you'd like to give access to the ad account.
• To remove access to the campaign, clear the checkbox next to the team's name, or click the X in the Who has access section.
• At the bottom of the panel, click Save.