Add HubSpot users

To give team members access to HubSpot, add them as users in an account. When creating users, add their email address, assign seats, and set permissions to control which tools and data they can access. Create users by adding them manually, importing from an integration, or importing from a .csv file.

If you no longer need someone to have access, learn how to remove users from the account.

Before you get started

To add HubSpot users and assign seats, you must do the following:

1. Set up your HubSpot account.
2. Purchase seats if additional seats are needed.

Create users

Create users in HubSpot in multiple ways depending on how many users you’re adding and where their information is stored. Manually add individual users, import users from an integration, or upload a .csv file to create users in bulk.

Manually

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. In the upper right, click Add users > Create new.
4. In the right panel, enter the email address, select a seat, and complete the other fields. If you add multiple users at the same time, enter an email address, then press return on your keyboard before entering the next email address.
5. Click Add a user/Add users.
6. Click Done.
7. Hover over the new user and click Edit permissions. Continue setting up user access levels.

Integration

If NetSuite, Microsoft Dynamics 365, Pipedrive, Zoho, or Salesforce are integrated with your HubSpot account, import users from these integrations.

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 Create user.
4. Click the Import CSV dropdown menu, then select the integration.
5. By default, all the users with the required information will be selected for import. Clear the checkboxes next to any users that shouldn't be imported.
6. Continue setting up user access levels.

Import (legacy)

Import up to 100 users per spreadsheet. Create a spreadsheet with an Email column with the email addresses of your users, then export it as a .csv file.

Please note: accounts created on or after March 5, 2024, that use the seats-based pricing model can follow the new process to import users from a CSV file. If your account was created before March 5, 2024, and has not migrated to the seats-based pricing model, continue with the legacy import process.

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 Create user.
4.  Click the Import CSV dropdown menu, then select CSV.
5. Drag and drop your .csv file, or click Choose a file to browse files on your computer.
6. Continue setting up user access levels.

Import

Please note: accounts created on or after March 5, 2024, that use the seats-based pricing model can follow the process below to import users from a CSV file. If your account was created before March 5, 2024, and has not migrated to the seats-based pricing model, refer to the legacy import process.

Import up to 100 users per spreadsheet. Create a spreadsheet with an Email column with the email addresses of your users, then export it as a .csv file. The following columns are also optional to include depending on your subscription.

• Job Titles
• Seats 
• Managers (Professional and Enterprise accounts)
• Teams (Professional and Enterprise accounts)
• Custom user properties (Enterprise accounts)
• Permission sets (Enterprise accounts)

To create a relationship between two users, set up same object associations in the spreadsheet. Export the spreadsheet as a .csv file.

To import 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. Click Add users > Import.
4. Click choose a file, then select the csv file. Alternatively, click paste directly from your spreadsheet, paste all the content, then click Upload.
5. To create user-to-user associations, select the Same-object associations checkbox.
6. To select the language of the column headers in the file, select the language dropdown menu. 
7. In the bottom right, click Next.
8. Review how the column headers will be mapped to HubSpot properties.
   • To prevent a column from being imported, select the Import as dropdown menu and select Don't import column.
   • To change the HubSpotproperty a column is mapped to, click the HubSpot property dropdown menu and select the desired property.
   • To address import errors, click # errors. In the right panel, click the Replacement value dropdown menus, and enter the desired values. In the top right of the right panel, click X to close it.
9. Click Next. Continue setting up user access levels.

Set up user access levels

Assign seats and permissions to users to give or limit access in a HubSpot account. When adding multiple users, the permissions will be set for all selected users.

Please note: on March 5, 2024, HubSpot introduced a seats-based pricing model to all new accounts and subscription tiers. Accounts created prior to March 5, 2024 will not see the Assign a seat section during the user setup process. Begin the user setup process at the Choose how to set access section.

1. Click Assign a seat to expand the section. Click the Seat assignment dropdown menu to select the correct seat type for the user. Learn more about seat types.

2. Click Choose how to set access to expand the section. Select one of the following permission setup options:

Please note: accounts created prior to March 5, 2024, will not see the Use seat permissions or Make Super Admin options.

• Use seat permissions: users will have default permissions based on the selected seat.

3. • Make Super Admin: users can manage all users, tools, and settings.
   • Start with a template: users can be assigned a template based on the user's job function. Click Choose a template to expand the section. Click the Choose a user or role-based template dropdown menu to select a template.
   • Start from scratch: users can start from scratch to fully customize user access levels.
4. Click Choose permissions to expand the section. Toggle the permissions on and off as needed. Learn more about what each permission gives access to in HubSpot's user permissions guide.

Please note: To assign Sales or Service seats for accounts created prior to March 5, 2024, click the Sales or Service tab, then toggle the Sales Access or Service Access switches on.

5. Click Next.

Review user access

1. If the user has already set up a HubSpot password for another account, you can skip sending the welcome email by selecting the Don't send an email invite when this user is added to HubSpot checkbox.
2. Review the Seat assignment and Permissions sections to ensure the permissions look correct. Click Back to return to previous sections if further modifications are required.

3. Click Create user.

Customize users

After setting up your user, the Customize users page will appear to help you continue customizing your user:

1. Send invite link: to copy the unique invite link for the user, click Send an invite link to expand the section, then click Copy invite link . You can share this link across any messaging channel.
2. Add users to teams: to add users to a team, click Add your users to a team to expand the section, then click the dropdown menus to add users to main teams and extra teams.
3. Assign users to presets (Professional and Enterprise only): to set up users with presets, click Set up users with presets to expand the section, then click the Presets dropdown menu.
4. Save permission sets (Enterprise only): if you made changes to the existing permission set or started from scratch, you can save these permissions to assign new and existing users the same access. Click Save these permissions into a reusable permission set to expand the section, then click Save as a custom Permission Set.

The new user will be sent the welcome email where they can set their password and log in. If the new user doesn't receive a welcome email within five minutes, consult the troubleshooting steps below.

Once a user has been added to an account and they have set up their password, they’re eligible to receive notifications. The user can manage their notifications by logging in. After the user logs in, they can also set up their profile.

Troubleshoot a bounced email invite

If you invite a teammate to HubSpot but they can't find the invite email in their inbox, there might be an issue with the email address you entered, or you may need to reach out to your IT team to confirm that emails from HubSpot aren't being blocked.

Try the following troubleshooting steps if the user you invited didn't receive the invite email:

1. Ask the user to check their Junk or SPAM folder.
2. Confirm that you spelled the email address correctly. If the address was entered correctly, ensure that the address has been created and is active.
3. Check with your IT team to determine whether a firewall may be active that might be preventing HubSpot emails from being delivered. Learn more about how to set up allowlisting for HubSpot email and IP addresses.
4. To resend the email, click the Actions menu, then select Resend invite.
5. If the initial delivery attempt for an invitation email fails to be delivered, HubSpot will block the corresponding email address, and you'll need to contact HubSpot Support to get help with manually unbouncing the address.

If the invite email was delivered but the user still can't locate it in their inbox after following the steps above, give them account access by sending a reset password email. The new user can also do this directly from the login screen.