Limit access to your HubSpot assets

Manage 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.

Asset name	Hub
	Marketing Hub	Sales Hub	Service Hub	Content Hub	Data Hub
	All accounts
CRM records	✓	✓	✓	✓	✓
CRM views	✓	✓	✓	✓	✓
Conversations inbox	✓	✓	✓	✓	✓
	Professional and Enterprise
Templates		✓	✓
Sequences		✓	✓
Documents		✓	✓
Object pipelines	✓	✓	✓	✓	✓
Social accounts	✓
Files	✓	✓	✓	✓	✓
	Enterprise
Campaigns	✓
Calls-to-action	✓			✓
Dashboards	✓	✓	✓	✓
Reports	✓	✓	✓	✓
Properties	✓	✓	✓	✓
Record sidebars	✓	✓	✓	✓
Blog posts	✓			✓
Domains	✓			✓
Landing pages	✓			✓
Website pages				✓
Email	✓
Forms	✓			✓
Segments	✓	✓	✓
Workflows	✓	✓	✓
Playbooks		✓	✓
Ads	✓
Email subscription preferences (BETA)	✓
HubDB	✓			✓

Before you get started

Before setting up access to your content and assets, note the following:

• Even if access to specific assets has been restricted to certain teams or users, Super Admins still have the ability to view them.
• Assets, such as templates, sequences, documents, and playbooks, can only be viewed by Super Admins, and the teams and users who have access. To view more than the first five documents or templates in an account, you must have an assigned Sales Hub or Service Hub Seat.
• A Content or Marketing Hub Enterprise subscription is required to limit access to blog posts and pages by teams.
• Generally, if a user has Limit access by teams permissions, but is in a team that does not have a child team, the option to assign to teams will not appear.
• Assets that aren't listed in the above table cannot have access limited at this time.
• If you limit access to a tool for a user, but have the Limit access by teams permission (Enterprise only) turned on, your user will still have access to the tool if their team has access. Learn how to edit user permissions.

Set default permissions for marketing content

Subscription required A Content Hub or Marketing Hub Enterprise subscription is required to set default permissions for marketing content. 

By default, newly created marketing assets are accessible to all users with 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 marketing assets so that only the asset creator and their team can view and edit them. This does not apply to other asset types, such as files and folders in the files tool. 

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 Teams tab.
4. Click to toggle the Limit access to new content switch on.

 

How to limit access

You can limit access to tools by following the steps below. For dashboards, CRM views, and email subscription preferences, refer to the tool-specific section below.

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

 

4. In the dialog box, select Available to everyone or Select users and teams who can edit. 
5. 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.
6. Click Save. The asset will now only be visible to the selected users and teams. 
   
   
   

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:

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. Hover over the name of the user you want to edit. Then, click Edit permissions.
4. In the left sidebar menu, click to expand the CRM > CRM objects. 
5. On the CRM tab, click [Object] to expand the section.
   • Click the dropdown menus next to the View, Edit, and Delete permissions for a specific record type.
   • Select All contacts, Their team's contacts, or Their contacts. When configuring Edit or Delete permissions, you can also select None. 

 

6. To edit who can communicate with a record, in the left sidebar menu, click CRM > CRM tools. 
   • Click the dropdown menu next to Communicate.
   • Select All records, Records their team owns, Records they own, or None.
7. After updating permissions, in the top right, click Save.

Please note: users will need to log out of the account and back in before updates to their permissions will take effect. Learn more about user permissions

 

CRM views

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

Please note: if you're a Super Admin, you can opt your account into the Individual User Permissions for Views beta.

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 custom CRM view:

1. Navigate to your records (e.g., CRM > Contacts).
2. At the top, click All views.
3. Hover over the view name, then click Options. In the dropdown menu, select Manage sharing.
4. In the dialog box, select from the following options:
   • Private: the view will only be visible to you.
   • My team: the view will only be visible to users in your team. 
   • Everyone: the view will be visible to all users in your HubSpot account.
   • Custom (BETA): the view will only be visible to the users and teams you select.
5. Click Save.

Conversations inbox

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

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Inbox & Helpdesk > Inboxes.
3. Hover over the inbox that you'd like to manage and click Edit. 
4. At the top, click the Access tab. 
5. Under the Access section, select Available to everyone or Select users and teams who can edit.  

Dashboards

Subscription required A Marketing Hub, Service Hub, Sales Hub, or Content Hub Enterprise subscription is required to set which teams have View and Edit access to custom dashboards.

1. In your HubSpot account, navigate to Reporting > Dashboards.
2. In the upper right, click the assigned [access].
   

3. In the right panel, select from the following options:
   • Limited to super admins & owner only: allow only Super Admins and the dashboard owner to see the dashboard.
   • Private to owner: allow only the dashboard owner to see the dashboard.
   • Allow everyone to view and edit: allow all users to view and edit the dashboard. 
   • Allow everyone to view: allow all users to view the dashboard.
   • Assign teams and users (Enterprise only): allow only specific teams and users to access the dashboard.
4. Click Save.

Object pipelines

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

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Objects, then select the object with the pipeline for which you want to manage access.
3. At the top, click the Pipelines tab.
4. In the Select a pipeline section, click the dropdown menu, and select a pipeline to edit.
5. Click Actions, then select Manage Access.
6. In the right panel, select Private to me, Available to everyone, or Select users and teams who can edit.

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 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

Manage the level of access for your documents, playbooks, sequences, or templates. You can make them 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 Domain settings permission can view and edit all domains, as well as publish content to all domains. You can also limit which users can edit or publish content to particular domains.

Learn how to assign domain publishing permissions to teams.

Social Accounts

When limiting access to your social accounts, note the following:

• If there are multiple users connected to a social account, only Super Admins can manage which users and teams have access to that social account.
• If there's only one user connected to the social account, Super Admins as well as the user who connected the account will be able to manage access to that account.

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. Learn more about managing your users' social publishing and account access.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Marketing > Social.
3. Hover over your social account and in the Account Access column, click Edit.

4. 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. 
5. • 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.
6. At the bottom of the panel, click Save.

Emails

Assign Edit access to specific marketing emails to individual users or teams from the email dashboard using the general instructions. 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:

1. In your HubSpot account, navigate to Marketing > Email.
2. Click the name of the email you want edit access to.
3. In the top right, hover over the Review and Send button, then click Request permission update.
4. In the dialog box, click the Approver dropdown menu and select an admin on your team.
5. You can optionally enter a message to explain why you need edit access to the email.
6. 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 individual files, folders, and subfolders in the files tool to further control which users or teams can view or edit them.

When configuring your file access, you can allow all users or teams access to a main folder, but limit access to a subfolder. You cannot configure folder access settings on system folders generated by HubSpot. 

To limit access to your files or folder:

1. In your HubSpot account, navigate to Content > Files. If you're using HubSpot's free tools, navigate to Marketing > Email. In the top right, click Email tools and select Files.
2. Hover over a file or folder and click Actions. Then, select Manage access. 

3. In the right panel, configure your file or folder access: 
   • Private to me: limit access to your user account only.
   • Available to everyone: all users can view and edit the file or folder. 
   • Select users and teams who can access: only selected users can edit the file or folder. If you have a Professional or Enterprise subscription, you can also limit access by assigned teams. Learn more about managing teams.
     • Select the checkbox next to the users or 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.
4. 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.
• If a report has been added to a dashboard, you can limit access to the dashboard by assigning access to the dashboard.

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

Segments

Super Admins can set which teams have visibility to which segments by editing segment access. You can also manage access further by assigning segments and limiting records based on record ownership.

Workflows

Assign workflows to a specific team from the workflows dashboard using the general instructions.

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

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

1. In your HubSpot account, navigate to Marketing > Campaigns.
2. Hover over a campaign you want to edit access for, then click the Actions dropdown menu and select Manage access.
3. In the right panel, select Available to everyone or Select teams who can edit.
4. 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.
5. 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.
6. 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.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Marketing > Ads.
3. Hover over an ad account you want to edit access for, then click the Actions dropdown menu. Select Manage access.
4. In the right panel, select Available to everyone or Select teams who can edit.
5. 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.
6. 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.
7. At the bottom of the panel, click Save.