Assign access to records

Configure user access to CRM records and activities to define who can make changes at each stage of your processes. These settings help prevent unintended updates while allowing teams to work in shared pipelines.

Learn how to also configure access to certain properties.

Understand requirements

Assign user access to records

For each object, configure user access to the object’s records. Allow users to view, edit, or delete any records of an object, or limit them to only the records they own.

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left panel, click Users & Teams.
3. In the table, select the checkboxes next to the users' names.
4. At the top of the table, click Edit permissions. Learn more about editing user permissions.
5. In the left sidebar menu, navigate to CRM > CRM Objects. 
6. In the object’s row, set the permissions to view, edit, or delete records on the selected object. The options are as follows:
   • All [object name]: manage all records for the object.
   • Their team's [object name]: only manage their team's owned records for the object.
   • Their [object name]: only manage their owned records for the object. This applies to the default owner property for the object (e.g., Contact owner) as well as custom HubSpot user properties.
   • Unassigned: manage unassigned records for the object. This checkbox appears when you restrict access to their team or their own records.
7. In the top right, click Save. The permissions will only take effect after a user has logged out and logged back in.

Learn more about CRM permissions.

Assign user access to records by team

You can configure record access so that users on a team can only access records assigned to themselves or other team members. For objects with pipelines, this means multiple teams can share a pipeline without affecting records assigned to other teams.

With these permissions, users can only view, edit, or delete records where they or another user on their team are the owner. If a user is on multiple teams, they can access records assigned to any of their teams. 

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left panel, click Users & Teams.
3. In the table, select the checkboxes next to the users' names. If the users aren't yet on a team, learn how to create and add users to a team.
4. At the top of the table, click Edit permissions.
5. In the left sidebar menu, navigate to CRM > CRM Objects. 
6. Click the name of the object.
7. Click the View dropdown menu and select Their team's, then clear the Unassigned checkbox. This automatically updates the Edit, Delete, and Merge permissions, but you can change them as needed.
   
8. In the top right, click Save. The permissions will only take effect after a user has logged out and logged back in.

Assign user access to activities

Configure user access to activities, including those logged to records. For example, a user with access to contacts but not activities (e.g., calls, notes) can only view contact property data.

To configure activity permissions:

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left panel, click Users & Teams.
3. In the table, select the checkboxes next to the users' names.
4. At the top of the table, click Edit permissions.
5. In the left sidebar menu, navigate to CRM > CRM Objects.
6. Click the name of the activity.
7. Click the view, edit, or delete dropdown menus and select an option. Most activities only have a View dropdown menu.

Restrict editing access by pipeline stage

For deals, tickets, projects, and custom objects, set whether records in specific stages are editable by all users with access to custom objects, deals, or tickets, specific users and teams, or only by other users with Super Admin permissions.

For example, if a stage is limited to Super Admins or specific users and teams, once a record enters that stage, only those users will be able to edit the record or move it to a different stage. Users with access can still view the records in that stage, but can't make changes until a Super Admin moves it to an editable stage.

Depending on user's record permissions, the most restrictive setting will take precedence to decide if the user can edit records in each stage. For example:

• If a user's Edit permission for deals is set to all deals, but they are not allowed to edit deals in a stage, they won't be able to edit deals in the stage.
• If a user can edit tickets in a stage, but their Edit permission for tickets is set to none, they won't be able to edit tickets in that stage.
• If a user can edit custom objects in a stage and their Edit permission for custom objects is set to owned only or team only, they can edit custom objects in the stage that they or their team own, but cannot edit other custom objects in that stage.

To manage the pipeline stage editing access rule: 

1. In your HubSpot account, click the settings settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to the object (e.g., Objects > Deals)
3. Click the Pipelines tab.
4. Click the Select a pipeline dropdown menu, then select the pipeline to edit.
5. Click the Pipeline Rules tab.
6. In the Control [object] editing access row (e.g., control tickets editing access), click to toggle the switch on to apply the rule.
7. In the right panel, select the stages which will have limited editing access, then select who should have access: Only super admins or Specific users and teams.
8. If you've selected Specific users and teams, click the Add a user or team dropdown menu, then select the checkboxes of users and teams you'll allow to edit deals in the selected stages.

9. Click Save to confirm.

Learn more about setting rules for object pipelines.