An overview of team management

Last updated: May 8, 2018

Available For:

Marketing: N/A
Sales: Free, Starter, Professional
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Admins have the ability to add and remove users, as well as update billing information within HubSpot. They can also create teams within your account, which allow you to organize your users and report more clearly on your different sales teams. Here you'll learn how you can add Sales Starter or Professional users to your account and create teams to organize these users.

Navigate to your account settings

In your HubSpot account, click the gear icon settings in the top right-hand corner. 

Create a new user

Click Users & Teams in the left sidebar menu, then click Create user at the upper right.

HubSpot Help article screenshot

Enter the user's information

In the modal that slides in on the right, enter the new user's Email address. If you have the HubSpot-Salesforce integration enabled, you can also choose to import an existing Salesforce user by clicking Or import from Salesforce. Then click Next.

add-one-new-user

You can also add users in bulk. To do so, type in an email address, followed by either a space, comma, or semicolon, and the user email address will be added to a queue of email addresses to be added to your account. Then click Next.

bulk-add-users

Set the user's permissions

Next you'll be able to choose what parts of your HubSpot account the user has access to. 

By default, all users will have access to contacts. In the Contacts tab, you can set more granular permissions and restrictions: 

  • View: use the dropdown menu to the right to select which set of contacts the user is able to view based on ownership. Your options are EverythingTeam and unassignedTeam onlyOwned and Unassigned, and Owned only
  • Communicate: use the dropdown menu to the right to select which set of contacts the user is able to communicate with based on ownership. This enables a user to email, call, schedule a meeting, or live chat with a contact. Your options are EverythingTeam and unassignedTeam onlyOwned and Unassigned, and Owned only 
  • Edit: use the dropdown menu to the right to select which set of contacts the user is able to edit based on ownership. Your options are EverythingTeam and unassignedTeam onlyOwned and Unassigned, and Owned only
  • Bulk delete: choose whether or not you'd like the user to be able to delete multiple contacts in bulk. 
  • Importchoose whether or not you'd like the user to be able to import contacts into your contacts database. 
  • Export: choose whether or not you'd like the user to be able to export contacts from your contacts database.
  • Workflows (Sales Professional only): choose whether or not you'd like to give the user access to the workflows tool
  • Edit property settings: choose whether or not you'd like the user to be able to create or edit properties within your account. communicate%20settings

 

In the Sales tab, click the Sales Access switch to toggle it to give your user access to sales tools: templates, documents, calling, messages, and sequences. Depending on your sales subscription, there's limited access to these tools. Please click here for more information. 

If you have Sales Starter or Professional seats available, click to toggle the Sales Pro (premium sales tools) switch or the Sales Starter (premium sales tools) switch on and assign one to this user. If you've assigned all of your Sales Starter or Professional seats to your users, click Purchase another User to upgrade this user.

The above user roles are for contacts and sales access to HubSpot, but you can also make decisions on marketing and admin access on this screen, if applicable. For a full breakdown of the user roles available in all HubSpot products, check out the User Permissions Guide here.

When you've finished setting the permissions for this user, click Next.

Add the user to a team

To assign the user to a team, click the No team assigned dropdown below the user's name and select an existing team, or click Create team to enter a name for and assign your user to a new team.

You can also create new teams at any time from the Users & Teams screen by clicking Create team in the top right corner. You can then enter a name for your team and assign existing members as needed. While Sales Free and Starter users can have one team per account, Sales Professional users can have an unlimited number of teams. For more information on creating teams in HubSpot, check out this article.

Once you've set your new user's permissions and assigned them to a team if needed, click Next.

Please note: each user can only be a member of one team at any given time.

Send the user a welcome email

After the new user has been created, they will receive an email inviting them to set their password and log in. If they are already a HubSpot user on a different account, they won't need to reset their password, but they'll now also have access to your account.

Click Add a personalized welcome message to edit the default welcome message. When you're done, click Send.

If the new user doesn't receive a welcome email within five minutes of being added to your account, ask them to check their Junk/SPAM folder before reaching out to HubSpot Support.

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