Create and manage teams

Teams in HubSpot help you organize users into structured groups so you can manage access, reporting, and record visibility more efficiently. By assigning users to a main team and extra teams, control which records they can access and how your data appears in team-based reports.

Teams are especially useful when you want to create reports based on groups, route conversations to specific groups, or manage how different users view records in HubSpot. For example, you might group your sales reps into regional teams so you can report on each region’s performance.

Understand team structure

Familiarize yourself with the various HubSpot team types and the specifics of how each one works.

Main team

• A user's main team is the primary team they are assigned to.
• Main team members will see any custom records views set up for the team.

Extra teams

• Extra team members get the hierarchal benefits of main team members for nested teams. This means a user who is an extra team member of a team with several nested teams will also get visibility into those extra team members, and from a hierarchal point of view, be visible to parent teams above that one.
• Being an extra member of a team only allows the user access to the team's records and content. Extra team members won't be included in any team reports, routing rules (e.g., conversation routing rules), team notifications (except for form notifications), or workflow rotation actions. They also won't be able to view any of the team's custom record views set up for the left sidebar, middle column, or right sidebar, and can't be tagged in the conversations inbox comments.

Parent & nested teams

• Users in an Enterprise account can create a team hierarchy by nesting a team under another team (the parent team).
• Parent teams can view everything owned below them, but a nested team can't see everything owned by the parent team.

Before you get started

Before you begin working with this feature, make sure to fully understand the limitations of the feature and potential consequences of using it.

Understand limitations & considerations

• The number of teams you can create depends on your subscription. Learn more about the team limits of your account.
• If the team member is part of a different main team, and you assign them to another main team, then they will automatically be set as an extra team member. Learn how to change a user's main team.
• Users with Team ownership permissions can access:
  • Records owned by any members of their assigned teams, and;
  • If you create nested teams (Enterprise only), the members of the team's nested teams. Learn more about team only permissions.
• When you update the owner of a record, the HubSpot team property will automatically populate with that user's main team. To change the team, edit the value of the Contact owner property.

Create teams

Create individual teams manually, or create many teams with an import.

Manually create teams

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab, then click Create team. In the right panel, enter a team name.
4. If you're an Enterprise user, you can create a team hierarchy and nest your new team under an existing team:
   • Click the Put this team under another team checkbox.
   • Click the This team sits under dropdown menu and select the team.
5. To add team members to the team, click the Team Members dropdown menu, then select the users.
6. Click Save.

Import teams

To create a lot of teams at once, import a CSV file containing a list of teams. Click to download an example file. The file needs the following columns:

• Team name: the desired name for the team

• Parent team name: the name of the parent team. This is optional. 
• Presets: the name of preset that'll be assigned to the team. This is optional

To import teams: 

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab.
4. Click Import teams.
5. Click Choose a file, then select your import file.
6. Click the Select the language of the column headers in your file dropdown menu, and select a language.
7. Click Next.
8. In the Map to column, click the dropdown menus and select where each column should be mapped. For example, Team name should map to Team name.
   
   
   
9. Click Next.
10. In the Import name field, enter a name for the import.
11. Click Finish. You'll be redirected to view and analyze imports. 

Manage teams

Once a team is created, you can edit its information, move it underneath teams (Enterprise only), or delete it.

Edit existing teams

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab.
4. Browse or search for your team. If you're an Enterprise user and the team you want to edit is a nested team, click the downIcon expand icon to locate your team for edits.
5. Hover over the team name, then click Edit.
6. Make changes to the Team name field as needed.
7. To add or remove users from the team, use the Team members dropdown menu, then select the users that you want to add or remove. You can also manage a user's team from their Setup settings.
8. Click Save.

Move a team

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab.
4. Browse or search for your team. If you're an Enterprise user and the team you want to edit is nested underneath a team, click the downIcon expand icon to locate your team for edits.
5. Hover over the team name, then click Move.
6. In the dialog box:
   • Use the Teams dropdown menu to select the teams that you want to move. Any nested teams under that team will also be moved.
   • Use the This team sits dropdown menu to select the new team you want to move the selected teams under.
7. Click Save.

Delete a team

Please note: if there are any assets assigned to the team, it's recommended to reassign those assets to another team before deletion. If no other teams are assigned those assets when deleting, the assets will become unassigned and available for everyone in the account to view.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab.
4. Browse or search for your team. If you're an Enterprise user and the team you want to edit is nested underneath a team, click the downIcon expand icon to locate your team for edits.
5. Hover over the team name, then click Delete.
6. In the dialog box, click Delete team.

Manage an individual user's team assignment

In addition to being able to edit team members from the teams settings page, you can also set a user's teams from their user settings:

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the name of the user.
4. On the user settings page, click the Setup tab.
5. In the left sidebar, click Teams.
6. Use the Main Team dropdown menu to select the user's main team.
7. If the user is assigned to a main team, you can use the Extra Teams dropdown menu to assign them to additional teams.
8. Click Save.

Use case: limit record visibility with teams

Sprocket's sales team is growing with more regional teams. To improve data security and preserve data integrity, leaders want to limit access to deals so sales teams can only view and manage deals owned by their own team.

Create teams

Create teams for each Sales team and assign users to each team.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab, then click Create team. In the right panel, enter a team name.
4. Click the Team Members dropdown menu, then select the users for the team.
5. Click Save.
6. Repeat these steps for each team (Southwest Sales Team, Northeast Sales Team, etc.).

Edit permissions

Edit permissions manually, or create permissions sets and assign them to each team.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Select the checkbox next to the users whose permissions you want to edit.
4. At the top of the table, click Edit permissions. 
5. Navigate to CRM >CRM Objects.
6. In the Deals section, click Change next to View, Edit, Delete, and Merge. Click the dropdown menus and select Their team's deals.

Use case: create new teams, assign users, assign permissions, and reassign records

Sprocket is expanding into a new region, Northwest, and needs to create a new sales team to support its growing business. This team is also responsible for overseeing other territories, so it requires a permission set that allows them to view and edit all deals. Sprocket needs to reassign existing contacts and companies for the users that are moved to the new team.

Create teams

Create a new team for Northwest Sales.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Teams tab, then click Create team. In the right panel, enter Northwest Sales.
4. Click Save.

Move users to new team

Move existing users from one sales team to the Northwest Sales Team.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the name of the user.
4. On the user settings page, click the Setup tab.
5. In the left sidebar, click Teams.
6. Use the Main Team dropdown menu to select Northwest Sales as the user's main team.

Create and assign permission sets

Because the Northwest Sales Team is also responsible for overseeing other territories, it requires a permission set that allows them to view and edit all objects. In accounts that don't have access to permission sets, permissions can be assigned for multiple users at once.

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to Users & Teams.
3. Click the Permission Sets tab.
4. In the upper right, click Create Permission Set.
5. On the Access tab, enter the permission set name at the top (Northwest Sales Team).
6. In the Choose how to set access section, select an Start with a template. 
7. Click the Choose a template dropdown menu and select the sales rep template used for all sales reps at the company.
8. Select the Expand all permissions checkbox to expand more specific permissions like View, Edit, and Delete.
9. By Deals, click the View, Edit, Delete, and Merge dropdowns, and select All deals. Learn more about user permissions.
10. Click the Review tab, and review the permissions you selected for the set.
11. Click the Users tab. Then, click the dropdown menu and select all users on the Northwest Sales Team. Click the X next to the users name to remove them. 
12. Click Create.

Rotate records between multiple owners using a workflow

Reassign records from the team members who moved to the Northwest Sales Team, so their previously owned records can continue to be managed by users who work in those territories. For example, if Jess was on the Southwest Sales Team and is moving to the new Northwest Sales team, her southwest contacts, companies, and deals need to be reassigned to a sales rep on the Southwest Sales Team. The Sales Manager wants to distribute all of Jess's existing records between three Southwest sales reps, so they are using workflows. Learn more about assigning ownership of records, including how to manually reassign ownership.

1. In your HubSpot account, click More, then navigate to Automation > Workflows. If More doesn't appear in your account, navigate to Automation > Workflows directly.
2. In the upper right, click Create workflow and select From scratch.
3. Click Met filter criteria.
4. In the Only enroll contacts that meet these conditions dropdown, Click Contact.
5. Click + Add Criteria.
6. In the pop-up box, select Contact properties, and then select Contact Owner.
7. Set the criteria to Contact owner is any of Jess Lee. 
8. In the Triggers sidebar, click Next. 
9. Do not allow contacts to re-enroll. Click Save and Continue.
10. Click the + to add a workflow action.

11. In the or choose an action search bar, enter Assign record to owner.

12. In the Rotate record to owner side panel:
    • In the HubSpot user property dropdown, select Contact Owner.
    • Select the Overwright if contact has an existing owner checkbox.
    • In the Rotate between section, select Teams, and select Southwest Sales.
    • Click Save.
13. Click Review and turn on, and continue turning on the workflow.
14. Once the workflow completes, turn it off so future contacts of Jess's won't be reassigned.
15. Recreate this workflow for other objects that need to be reassigned (i.e., companies, tickets, deals, etc.)