Manage view and edit access for properties

Restrict a property so that only specific users and teams can view or edit the property's data on records. For example, limit critical property access to only select users.

Please note: this feature does not provide complete restricted access, so it's not recommended to use property restrictions as a security measure. All users, regardless of access, can set or edit restricted properties via HubSpot's API, or when manually creating a record. To avoid this, you can restrict access to certain objects or applicable tools.

Understand view and edit access for properties

Users and teams that cannot view a property will see a hideIcon restricted access icon instead of a property value, and cannot view records in saved views whose filters are based on that property. This can also affect access in other tools, such as when accessing specific workflows or choosing workflow actions that include properties that a user may not have view or edit permissions for. 

Users and teams that cannot edit a property 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. Users with restricted edit access will still be able to set the property's value when manually creating a record via HubSpot's API. 

Set view and edit access for properties

Select who has access when creating a property, or update access for existing properties. View and edit restrictions can only be set for contact, company, deal, line item, ticket, and custom object properties.

To restrict view and edit access for existing properties:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, in the Data Management section, navigate to Properties.
3. Click the Select an object dropdown menu, then select the object whose properties you want to view or edit.
4. In the Property access column, you can review which users and teams have access to each property.
5. Hover over the property, then click More and select Manage access to edit access to an individual property.
   
6. Select the checkboxes next to the properties, then click Manage access at the top of the table to set the same access for multiple properties. If access rules are already set for one or more of these properties, in the dialog box, click Continue to confirm that any changes you make will overwrite existing access permissions.
   
7. In the pop-up window, update view and edit access for the property or properties:
   • Private to super admins only: prevent all non Super Admin users from viewing or editing the property's value on a record. Certain default properties and all line item properties don't have this option because they must be visible to all users.
   • Allow everyone to view and edit: all users can view and edit the property's value on a record.
   • Allow everyone to view: all users can view but not edit the property's value on a record. Only Super Admins can edit the property's value.
   • Assign to users and teams: specify which users and teams can view or edit the property's value on a record.
     
     • On the Teams tab, view access by team, or click the Users tab to view access by user. Next to the team or user name, the current property access permissions will appear in the Access column.

     Please note: granting a nested team access to a property also allows the parent team the same level of access.

     • Click the dropdown menu next to their name and select from View and edit, View only, or No access.
     • Select the checkboxes next to their names to manage access in bulk. At the top of the table, click the Update access dropdown menu, then select:
       • View and edit: the user or team can view and edit the property value.
       • View only: the user or team can only view the property value.
       • No access: the user or team cannot view or edit the property value. This option isn't available for line item properties.
     • Once you're done, click Save. After saving, the property value will only appear for or be editable by users or members of the selected teams.
8. At the bottom, click Save.

Please note: you cannot restrict access for another user with Super Admin permissions.

Properties that cannot be restricted

By default, you cannot restrict edit access to the Record ID property for all objects. You cannot restrict view access to the following properties:

• Contact properties

  • Email address

  • First Name

  • Last Name

  • Lifecycle stage 

• Company properties

  • Company name 

  • Company domain name

  • Lifecycle stage

• Deal properties
  • Deal name
  • Pipeline
  • Deal stage
  • Close date
  • Deal currency
  • Last activity date
• Lead properties
  • Lead name
  • Pipeline
  • Pipeline stage
  • Last activity date
• Ticket properties

  • Ticket name

  • Pipeline

  • Ticket status

  • Create date

  • Close date

• Marketing Event properties
  • Name

• Custom Object properties

• Pipeline and pipeline stage. The label of these properties can vary by custom object, but HubSpot will look for properties with the internal values for pipeline and pipeline stage.

• The property with primaryDisplayLabelPropertyName as the internal value. This is the label that appears on the association card on record.