How to add users to your HubSpot CRM account

Last updated: October 25, 2016

Available For:

Product: HubSpot Sales
Subscription: Free

As part of setting up your HubSpot CRM account, you may want to set up additional user accounts for members of your sales team.

Follow the instructions to add a user to your HubSpot CRM account.

Navigate to your HubSpot Settings

Log in to your HubSpot account. Navigate to your Account Menu, then click on Settings.

Click on the Users link

Once in Settings, click on Users in the left-hand side menu.

Add user

Click the Add User button at the top-right side of the screen.

Enter the user's information

Enter the email address, first name, and last name, of the new user. Then click Next.

Please note: if you enter in the email address of a user that previously existed as a HubSpot user, the first and last name will be populated automatically and will appear grayed out.

Choose the User Role

There are three Sales user roles:

  • Sales Administrators can access all parts of the HubSpot sales tools, add and remove other sales users, delete records, and set portal default propertiesYou can grant or deny access to CRM Features (Companies, Deals, and Tasks) and set View, Edit, Bulk Delete, Import, Export, and Edit Property Settings permissions for this user role. 
  • Sales Managers can access the HubSpot sales tools, delete records, and set portal default properties. You can grant or deny access to CRM Features (Companies, Deals, and Tasks) and set View, Edit, Bulk Delete, Import, Export, and Edit Property Settings permissions for this user role. 
  • Sales Users can access the HubSpot sales tools and delete records, but cannot set portal default propertiesYou can grant or deny access to CRM Features (Companies, Deals, and Tasks) and set View, Edit, Bulk Delete, Import, Export, and Edit Property Settings permissions for this user role. 

The above user roles are for sales access to HubSpot, but you can also make decisions on any account administration for your new user here. For a full breakdown of the user roles available in all HubSpot products, check out the User Roles Guide here.

Giving a user no access to all products will effectively delete the user. All users must have access to at least one product in some way to continue existing as a user. 

Note: If you have a Sales Professional team and are trying to add a Sales Pro user, you can find out more about managing your team here

Advanced Permissions

For each Sales user role you can also set more specific permissions:

  • CRM Features: can be enabled or disabled and gives the user access to Companies, Deals, and Tasks in the CRM. 
  • View: can be set to Everything, Owned and Unassigned only, or Owned only. This restricts what records the user can view based on the HubSpot Owner property.
  • Edit: can be set to Everything, Owned and Unassigned only, or Owned only. This restricts what records the user can edit based on the HubSpot Owner property.
  • Bulk Delete: can be enabled or disabled and gives the user the ability to delete multiple records at once. 
  • Import: can be enabled or disabled. 
  • Export: can be enabled or disabled. 
  • Edit Property Settings: can be enabled or disabled. This gives the user access to properties within Settings and allows them to edit and create new properties.

Send a welcome email

It's a good idea to check the Send Welcome Email box so that the new user is notified that they have been added to your HubSpot account. When you are done, click the Finish button to complete adding them to your account.

Your colleague will receive an email inviting them to set their password and log in. If he or she is already a HubSpot user on a different account, they won't need to reset their password, but they will now also have access to your account.

If your colleague has not received a welcome email within five minutes of being added to your account, please ask them to check their spam folder before reaching out to HubSpot Support.

You will also receive an email from HubSpot confirming that HubSpot has created an account for your colleague.

Previous article:

Next article: