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Account Settings

HubSpot user permissions guide

Last updated: December 1, 2022

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 the Users & Teams settings 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.

Please note: when HubSpot adds new permissions to a permission set, existing users will retain the access they have and any new permissions added to the set will be turned on by default for the user.

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 objects or activities the user can view, edit, or delete. Depending on the object, you can select from the following permissions:

  • View: click the dropdown menu to control the set of contacts, companies, tickets, tasks, notes, and custom objects the user can view. Users with View: Owned only permissions will only see their assigned records on index pages, in the lists tool, and in reports.
    • The options are Everything, Team only, and Owned only.
    • When selecting Team only or Owned only, select the Unassigned checkbox to allow the user to view unassigned records or activities. 

Please note: if you selected the Unassigned checkbox for the Notes permission, this allows you to see unassigned notes created via integrations. Notes can't be unassigned in HubSpot since they only have creators, not owners. 

  • 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 or activities.
  • 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 or activities.

Please note:

  • Users with View permissions can still create notes or tasks on records of that object. Users must have Communicate permissions to edit notes or tasks on those records, associate notes with other records, or create other activities, such as emails, calls, and meetings.
  • 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 only 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.
  • Communicate: click the dropdown menu to control the contacts, companies, deals, tickets, tasks, and custom objects a user can add an email, call, or meeting to, as well as associate these activities with other records.
    • 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.
    • This only applies to CRM emails, not marketing emails. Learn more about setting permissions for marketing emails
  • Bulk delete: toggle the Bulk delete 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 Import switch on to grant the user the ability to import contacts, companies, and deals into your HubSpot account.
  • Export: toggle the Export switch on to grant the user the ability to export contacts, companies, deals and reporting data from your HubSpot account.
  • Edit property settings: toggle the Edit property settings switch on to grant the user the ability to create and edit properties, edit record sidebars and board cards, edit deal pipelines and stages, and access the lead scoring tool.
  • Chatflows: toggle the Chatflows switch on to grant the user the ability to create, edit, and publish chatflows in your HubSpot account.
  • Custom views (Professional and Enterprise only)toggle the Custom views switch on grant users access to create, edit, and delete custom views in the inbox. 

Marketing

On the Marketing tab, set permissions for marketing publishing tools. View permissions allow a user to view assets. Editpermissions allow a user to edit assets. Publish permissions allow a user to publish changes to assets.

  • Forms: toggle the Forms switch on to grant the user access to the forms tool

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: select the checkboxes to grant the user access to the lists tool.
  • Files: toggle the Files 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 the Marketing Access 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

  • 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.
  • Content staging: toggle the Content staging switch on to grant the user access to the content staging tool.

Website tools

  • Blog: select the checkboxes to grant the user Publish, Edit, or View access to the blog tool. Users with Edit 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, Edit, or View access to the landing pages tool. Users with Edit access can create landing pages but cannot publish new pages or update live pages.
  • Website pages: select the checkboxes to grant the user Publish, Edit, or View access to the website pages tool. Users with Edit 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 Edit or Publish access for Blog, Email, Landing pages, or Website pages.
  • To view the SEO tool, a user must have at least View access to Email, Blog, Landing pages, or Website pages. To make updates to the SEO tool, a user must have at least Edit access to Email, Blog, Landing pages, or Website pages, or have access to Website settings.

  • HubDB (CMS Hub only): select the checkboxes to grant the user Publish, Edit, or View access to HubDB.
    • Publish: the user can add new rows, edit existing rows, and delete rows from a table.
    • Edit: the user can add rows to a table, clone locked rows, import data, and export data.
    • View: 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 View or Edit permissions in the URL redirects tool. Users with Edit access can create and update URL redirects.
  • Design tools: toggle the Design tools 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 the Manage product library 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 the Create custom line items switch off.
  • Sales Access: click to toggle the Sales Access switch on to grant the user access to sales templates, documents, calling, and the meetings tool, as well as the option to connect their personal email. With the switch on, more granular permissions will appear for HubSpot's sales tools.
  • Templates: click to toggle Templates 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.
  • Create scheduling pages for others: click to toggle the Create scheduling pages for others switch on to allow the user access to create, edit, and delete scheduling pages for other users.
  • 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.
      • Users with Owned only view permissions can only view their own goals and forecasts.
      • Users with Team only view permissions can only see their own goals and forecasts within a team, not their teammates.
    •  Playbooks: select the checkboxes to grant the user Publish or Edit access to playbooks. Only Sales Hub Professional and Enterprise users with Account Access permissions can edit a user's Publish and Edit permissions for playbooks.
    • Sequences: click to toggle the Sequences 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 turned on by default for Sales Hub Professional and Enterprise users. Click to toggle the Bulk enroll sequences 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.

    If you're a US-based company using the payments tool, you can customize which users can create payment links or manage your account's transaction history. Use these permissions options to manage access for both your front and back-office teams:

    • Manage payment links: click to toggle the Manage payment links switch on to grant the user access to create, edit, and delete payment links.
    • Manage payments and subscriptions: click to toggle the Manage payments and subscriptions switch on to grant the user access to view transaction and payout history, download payment and payout reports, resend receipts, cancel subscriptions, and issue refunds.

    Service

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

    • Service Access: toggle the Service Access 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. 
    • Customer feedback surveys: the Edit 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 Edit access to the knowledge base tool. Users with the Edit access can create knowledge base articles, but cannot publish or update them.
    • Templates: click to toggle the Templates 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.
    • Create scheduling pages for others: click to toggle the Create scheduling pages for others switch on to allow the user access to create, edit, and delete scheduling pages for other users.
    • 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 Edit access to the playbooks tool. Only Service Hub Professional and Enterprise users with Account Access permissions can edit a user's Publish and Edit permissions for playbooks.
      • Sequences: click to toggle the Sequences 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 Bulk enroll sequences 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 Reports access 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 Edit 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 Marketing reports switch on to grant access to marketing reports in HubSpot's analytics tools. This includes 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

  • 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 the Partner tools access switch on to grant the user access to partner tools.
      • Partner dashboard: select the checkboxes to grant the user Edit or View access to the partner dashboard.
      • Solutions directory: select the Edit checkbox to grant the user Edit access to the directory.
    • Partner employee: toggle the Partner employee 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

     

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