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Account Settings

HubSpot user permissions guide

Last updated: November 23, 2021

Applies to:

All products and plans

HubSpot users with Add & edit users permissions can customize permissions for new and existing users in your HubSpot account.

Learn how to access your Users & Teams setting to update user permissions. Users will need to log out of the account and back in before updates to their permissions will take effect.

Other levels of access you can customize include restricting edit access to properties to specific users and assigning content access to specific users.

CRM

On the CRM tab, set permissions for CRM objects and tools.

To manage user permissions for your conversations inbox, review the documentation on how to create a conversations inbox.

Object Access

Customize which object records the user can view, edit, or communicate with. You can select from the following permissions for Contacts & companies, Deals, Tickets, Tasks, and Custom Objects:

  • View: click the dropdown menu to control the set of contacts, companies, tickets, tasks, and custom objects the user can view. Users with View: Owned only permissions will only see their assigned contacts on the contacts home, in the lists tool, and in reports.
  • Edit: click the dropdown menu to control the set of contacts, companies, deals, tickets, tasks, and custom objects the user can edit.
    • The options are Everything, Team only, Owned only, and None.
    • When selecting Team only or Owned only, select the Unassigned checkbox to allow the user to edit unassigned records.
  • Delete: click the dropdown menu to control the set of contacts, companies, deals, tickets, and custom objects the user can delete.
    • The options are Everything, Team only, Owned only, and None.
    • When selecting Team only or Owned only, select the Unassigned checkbox to allow the user to delete unassigned records.
  • Communicate: click the dropdown menu to control the set of contacts and companies the user can email, call, or schedule a meeting with.
    • The options are Everything, Team only, Owned only, and None.
    • When selecting Team only or Owned only, select the Unassigned checkbox to allow the user to communicate with unassigned contacts and companies.

Please note: ownership permissions are based on the default owner properties and custom HubSpot user field type properties. Users who are set as the owner with either type of property have owner access to the record. Users with Team ownership permissions can access records owned by any members of their assigned teams and any child teams.


CRM Tools

Customize access to bulk actions, property settings, and the workflows tool.

  • Workflows: select the checkboxes to grant the user Delete, Edit, or View access to the workflows tool. To grant a user Delete access, they must be granted Edit access.
  • Bulk delete: toggle the switch on to grant the user the ability to bulk delete contacts, companies, deals, tickets, and tasks. This would allow the user to delete contacts from within a list or dashboard, for example. Users without this permission can still delete contacts, company, deals, tickets, and tasks from individual records if they have the Edit permission for Contacts Access.
  • Import: toggle the switch on to grant the user the ability to import contacts, companies, and deals into your HubSpot account.
  • Export: toggle the switch on to grant the user the ability to export contacts, companies, and deals from your HubSpot account.
  • Edit property settings: toggle the switch on to grant the user the ability to create or edit properties in your HubSpot account, edit deal pipelines and stages, and grants the user access to the lead scoring tool.
  • Chatflows: toggle the switch on to grant the user the ability to create, edit, and publish chatflows in your HubSpot account.

Marketing

On the Marketing tab, set permissions for marketing publishing tools.

Please note:
to create and connect a support form to a channel, a user needs Account Access permission. To edit a form's follow-up email a user needs Marketing Email Publish permission

  • Lists: toggle the switch on to grant the user access to the lists tool.
  • Files: toggle the switch to grant the user to add, edit, and delete files from within HubSpot.
    • In HubSpot’s free tools, this permission allows the user to upload files such as attachments on records.
    • For Starter, Professional, and Enterprise accounts, this allows users to take action on files within the file manager. Users without this permission can still view files in the file manager.
  • Marketing Access: toggle this switch on to grant the user access to marketing tools, such as the email tool or opting contacts out of marketing emails. This also grants the user access to view Website activity on contact records. With the switch on, you can turn on more specific marketing tool permissions.

Marketing tools 

  • Ads: select the checkboxes to grant the user Publish or Read access to the ads tool.
  • Campaigns: select the checkboxes to grant the user Write or Read access to the campaigns tool.
  • Email: select the checkboxes to grant the user Publish, Write, or Read access to the email tool.
  • Social publishing: click the dropdown menu to control the social accounts the user can publish to. Users with All accounts, Their accounts only, or Draft only social permissions can see all shared social accounts in social monitoring, publishing, and reports, as well as any social accounts they connected.
    • All accounts: the user can publish to social accounts they connected, or to any shared social accounts. The user can also configure social settings.

    • Their accounts only: the user can only publish to social accounts they connected.

    • Draft only (Marketing Hub Enterprise only): the user cannot publish to any social accounts, but can create draft social posts in social accounts they connected or any shared social accounts.

    • None: the user has no access to the social tool, which will not appear in the navigation menu when they are logged in.

Website tools

  • Blog: select the checkboxes to grant the user Publish, Write, or Read access to the blog tool. Users with Write access can create content in the blog tool, but cannot publish new posts or update live posts.
  • Landing pages: select the checkboxes to grant the user Publish, Write, or Read access to the landing pages tool. Users with Write access can create landing pages but cannot publish new pages or update live pages. 
  • Website pages: select the checkboxes to grant the user Publish, Write, or Read access to the website pages tool. Users with Write access can create website pages but cannot publish new pages or update live pages.
Please note:
  • to create calls-to-action (CTAs), a user must have Write or Publish access for Blog, Email, Landing pages, or Website pages.
  • to view the SEO tool, a user must have at least Read access to Email, Blog, Landing pages, or Website pages. To make updates to the SEO tool, a user must have at least Write access to EmailBlogLanding pages, or Website pages, or have access to Website settings.

  • HubDB (CMS Hub only): select the checkboxes to grant the user Publish, Write, or Read access to HubDB.
    • Publish: the user can add new rows, edit existing rows, and delete rows from a table.
    • Write: the user can add rows to a table, clone locked rows, import data, and export data.
    • Read: the user can see data within the table rows and export data, but cannot add additional data.

Please note: users must have HubDB table settings enabled in Account access to update table settings and create, clone, unpublish, or delete HubDB tables.


  • URL redirects: select the checkbox to grant the user Read or Write permissions in the URL redirects tool. Users with Write access can create and update URL redirects.
  • Design tools: toggle the switch on to grant the user the ability to edit templates and modules. Users with this permission can also access the template marketplace and save marketing emails as templates.

Please note: it's recommended to also grant a user Global content settings and Website settings permissions if they'll need to edit global web assets and blog/website settings.


Sales

On the Sales tab, set more granular permissions and restrictions for sales tools such as products and templates, as well as assign paid Sales Hub seats. 

  • Manage product library: click to toggle this switch on to grant the user access to create and edit products in the product library
  • Create custom line items: this is turned on by default and grants the user access to create line items from a deal record or quote. To remove access for a user, click to toggle this switch off.
  • Sales Access: click to toggle this switch on to grant the user access to sales templates, documents, calling, scheduling pages, and email integrations. With the switch on, more granular permissions will appear for HubSpot's sales tools.
  • Templates: click to toggle this switch on to grant the user access to create, edit, and delete templates. Users with assigned Sales Hub and Service Hub paid seats that do not have permission to create and edit templates will still be able to view and send templates.
  • Sales Starter/Professional/Enterprise: click to toggle the Sales Starter/Professional/Enterprise switch on to grant the user access to sales tools available for the seat. By default, this includes playbooks, call transcription, and quote-based workflows.

Please note: If you've assigned all of your paid seats, you can click Purchase another User to upgrade a user. Learn more about managing paid Sales Hub users.

    • Forecast: customize Edit and View access to the sales forecast tool and revenue goals.
    • Playbooks: select the checkboxes to grant the user Publish or Write access to playbooks. Only Sales Hub Enterprise users with Account Access permissions can edit a user's Publish and Write permissions for playbooks.
    • Sequences: click to toggle this switch on to grant the user access to create and edit sequences. Users with assigned Sales Hub Professional or Enterprise or Service Hub Professional or Enterprise paid seats that do not have permission to create and edit sequences will still be able to view and send sequences.
    • Bulk enroll sequences: this is enabled by default for Sales Hub Professional and Enterprise users. Click to toggle the switch off to remove a user's access to bulk enroll contacts in a sequence. When this is turned off, users can only enroll one contact at a time. 

Service

On the Services tab, you can set more granular permissions and restrictions for HubSpot's service tools.

  • Service Access: toggle the switch on to grant the user access to the service tools. With the switch on, more granular permissions will appear for HubSpot's service tools. This permission also grants the user access to the forms tool.
  • Customer feedback surveys: the Write checkbox grants the user the ability to create surveys in the feedback tool.
  • Knowledge base articles: select the checkboxes to grant the user Publish or Write access to the knowledge base tool. Users with the Write access can create knowledge base articles, but cannot publish or update them.
  • Templates: click to toggle this switch on to grant the user access to create, edit, and delete templates. Users with assigned Sales Hub and Service Hub paid seats that do not have permission to create and edit templates will still be able to view and send templates.
  • Service Starter/Professional/Enterprise: toggle the Service Starter/Professional/Enterprise switch on to assign the user a Service Hub Starter, Professional, or Enterprise seats, if they are available. Learn more about managing paid Service Hub users.
    • Playbooks: select the checkboxes to grant the user Publish or Write access to the playbooks tool. Only Service Hub Enterprise users with Account Access permissions can edit a user's Publish and Write permissions for playbooks.
    • Sequences: click to toggle this switch on to grant the user access to create and edit sequences. Users with assigned Sales Hub Professional or Enterprise or Service Hub Professional or Enterprise paid seats that do not have permission to create and edit sequences will still be able to view and send sequences.
    • Bulk enroll sequences: this is enabled by default for Sales Hub Professional and Enterprise users. Click to toggle the switch off to remove a user's access to bulk enroll contacts in a sequence. When this is turned off, users can only enroll one contact at a time. 

Reports

On the Reports tab, you can give the user the permissions to create, edit, and/or view dashboards, reports, and analytics tools.

  • Reports access: toggle the switch to grant the user access to reporting tools, including dashboards, reports, and analytics tools, With the switch on, more granular permissions will appear for HubSpot's reporting tools.
  • Dashboard, reports, & analytics: select the checkboxes to grant the user Create/own, Edit, or Write access to reporting tools.
    • Create/own: grant the user the ability to create and own dashboards and reports.
    • Edit: grant the user the ability to edit dashboards, reports, and analytics tools that they have access to. This will be selected if you grant permission to the user to create and own.
    • View: grant the user the ability to view dashboards, reports, and analytics tools. This is selected by default when the Reports access switch is toggled on.
  • Marketing reports: toggle the switch on to grant access to marketing reports in HubSpot's analytics tools. This includes the campaigns tool, traffic analytics, page performance, competitors, tracking URL builder, events (Marketing Hub Enterprise only), and reports settings.

Account

On the Account tab, you can set more granular permissions and restrictions for account administration.

Settings

  • Marketing contacts access: toggle the switch on to grant the user to set contacts as marketing contacts or non-marketing contacts.
  • App Marketplace Access: toggle the switch on to grant the user the ability to install apps from the HubSpot Marketplace. Users without this permission will be able to install apps from third party websites as well as calendar integrations, email integrations, HubSpot Ads integrations, and LinkedIn Sales Navigator.
  • Asset Marketplace Access: toggle the switch on to grant the user the ability to install modules and templates from the HubSpot Marketplace.
  • HubDB table settings: toggle this switch on to grant the user the ability to configure table settings and create, clone, unpublish, or delete HubDB tables.
  • Global content settings: toggle the switch on to grant the user the ability to edit global content and themes for website content.
  • Website settings: toggle the switch on to grant the user the ability to edit website settings. This will also grant the user the ability to update the SEO tool.
  • Knowledge base settings: toggle the switch on to grant the user the ability to edit the knowledge base settings. This permission will also grant the user Publish access to the knowledge base tool by default.
  • Reports & dashboardstoggle the switch on to grant the user the ability to create any report or dashboard. This permission also grants access to all analytics tools and will override any settings in the Reports permission tab.
  • Domain settings: toggle the switch on to grant the user the ability to connect and edit domains.

Account Access

The Account Access permission grants the user account admin access.

account-access-permission-switch

By default, the following abilities are granted with the permission enabled, and they can be disabled by toggling the switches off.

Please note: if you're a user in a Professional or Enterprise account and are using multiple currencies, you must be a super admin to edit the account's default currency.

In addition, users with Account Access permission can do the following by default:

Super admin

Super admins have access to all tools and settings in the account, except for paid Sales Hub or Service Hub features, which require a paid seat. Super admins can also access the account’s API key and create and manage scheduling pages for the other users in the account.

Only a super admin can set another user as a super admin. To make a user a super admin, click the Actions dropdown menu and select Make super admin

permissions-make-super-admin

If a super admin is required to complete a task or process, it’s recommended to have an existing super admin complete the task instead of updating an individual user's permissions.

Partner account

On the Partner tab, you can grant a user access to partner tools in your HubSpot account and designate them as a Partner employee in client portals. By default, all new users in a partner account will not be granted access to partner tools until Partner tools access is toggled on.

  • Partner tools access: toggle this switch on to grant the user access to partner tools.
    • Partner dashboard: select the checkboxes to grant the user Write or Read access to the partner dashboard.
    • Solutions directory: select the Write checkbox to grant the user Write access to the directory.
  • Partner employee: toggle this switch on in a HubSpot Partner account to mark a user as a Partner employee when they are added as a user in a client's HubSpot account.

partner-permissions-updated