Remove HubSpot users

If you are a Super Admin who wants to remove a user from your HubSpot account, deactivation is the primary step in revoking a user's access. Once you deactivate a user, you can then fully remove a user from your account. The following explains the differences between user deactivation and complete user removal:

• Deactivate a user:
  • The user will no longer be able to log in or access the account, but their user profile and associated data will remain for reporting and forecasting.
  • The user can be reactivated later with their current assets. For example, the user will remain assigned to their records.
  • The user will no longer receive notifications.
  • The user will keep their paid seat, but the seat won't count against the account's seat total.
  • The user will be unassigned from conversations and assets, as well as removed from reports. Learn more about what gets removed from the account when removing a user.

• Remove a user:
  • The user must be deactivated before you can fully remove them from your account.
  • The user will no longer be able to log in or access the account, and their user profile will be removed from the account.
  • The user will be unassigned from conversations and assets, as well as removed from reports. Learn more about what gets removed from the account when removing a user.

In addition, a user can remove themself from a HubSpot account or fully delete their user account after they've been removed from all HubSpot accounts. Deleting a user account will fully remove it from HubSpot systems. 

Deactivate a user

Prerequisites before you deactivate a user

Instead of removing a user, deactivating allows you to preserve the user’s historical activities without losing access to important data. When deactivated users are reactivated, their historical activities like property changes and content updates will still be available.

Before deactivating a user, please note the following:

• If the user owns any assets or is included as criteria for a filter (e.g., workflows), you should manually remove them from those tools.
• If the user owns any scheduling pages, is included in any group or round-robin scheduling pages, or is part of a meeting rotation, you should delete or reassign them so they don't get booked for meetings.

Please note: it is not possible to delete or transfer ownership of a user's default meeting link. In these cases, ask the user to turn off scheduling pages in their user settings before deactivation, or remove the user after deactivating them. Users in an Enterprise account can log in as another user to turn off scheduling pages.

• • If a user-owned scheduling page isn't re-assigned or deleted, if the user is left as part of a group or round-robin scheduling page, or if they are left as part of a rotation, meetings will still be booked for the user. This means a contact will receive an invite for a meeting with the deactivated user.
  • If a meeting is booked for a contact, either through the owned scheduling page of the deactivated user, through a group or round-robin scheduling page, or through a rotation, the meeting won't show on the contact's activity feed. If they booked through a scheduling page, the page view will show in the user activity feed.
  • Meeting bookings won't go through workflow automation after deactivation. For example, if you have a workflow set to trigger after a meeting submission for the deactivated user, it won't trigger after deactivation.
• If a user is set as a point of contact in your Account & Billing settings, you'll need to remove them from the role.
• Deactivated users will be skipped when using the rotate record owner workflow action, and will be removed as options when setting the owner of a record.
• Once a user is deactivated, their personal emails will be disconnected. They'll be unable to log new emails to the CRM, including any scheduled sequence emails. 
• Any team emails the user connected to the conversations inbox will remain connected.

Deactivate a user in your account

To deactivate a user: 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Hover over the name of the user, then click Actions, and select Deactivate user.
• In the dialog box, review the advisory, then click Deactivate user. The user will receive an email indicating their profile has been deactivated.

Reactivate a user 

To reactivate a user: 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Click the name of the user. The user's status will show as Deactivated in the top left.
• In the top right, click Actions, then select Reactivate user. Any seats assigned to the user prior to deactivation that were not unassigned will be reactivated. Click the Access tab to see if the user is assigned to any seats.
• In the dialog box, click Reactivate user. The user will receive an email indicating their profile has been reactivated.
   

Remove a user

Prerequisites before you remove a user

Before fully removing a user from your account, the user must be deactivated. Keep in mind that created content and owned records may be affected:

• If a user is set as a point of contact in your Account & Billing settings, you will need to remove them from the role before you can remove them as a user.
• When you remove a user, you can't restore the user. Instead, you must go through the user creation process again. Records that were once assigned to the removed user should be re-assigned once they are added back.

• When a user is removed from an account, HubSpot will not delete any assets or activities that they created. This includes assets such as blog posts, pages, lists, workflows, forms, and reports, as well as sales activities such as logged emails and notes. Assets will show Deactivated/Removed (user's email address) as the creator.

• Any scheduling pages created by the removed user will be deleted.

• Any social messages published by the removed user will remain published. However, if the removed user was the administrator for any social media accounts, you may need to reconnect those accounts.

• The user will remain as a blog author. Learn how to delete the blog author profile manually.
• Any marketing emails created by a removed user will remain, but all user information associated with the marketing email will disappear. For example, no name will be shown when you view who the marketing email was created by.

• Any sequences, templates, and documents created in your account will remain; however, the removed user must have shared their sales templates prior to removal for other users to access them.

• Any conversations that were assigned to the removed user will be unassigned.
• If you remove a user from your account, Deactivated/Removed (user's email address) will appear in the ownership property for any contacts, companies, deals, and tickets owned by that user. If your HubSpot account is synced with Salesforce and the removed user is still a Salesforce user, the user's name will appear as Name (Salesforce), as it does for SFDC users who never had HubSpot access.
• If you remove a user who created a private app, any association calls in the private app will fail with the error: USER_DOES_NOT_HAVE_PERMISSIONS. If this happens, it is recommended to either:
  • Re-create a new private app.
  • Rotate the access token.
  • Add the user back, with the same permissions used to create the app. 
• After a user is removed from your account, they will no longer appear as an option in filters, such as in lists or dashboards. You can display removed users in your filters by selecting the Show inactive owners checkbox when filtering.
  
  

Before removing a user, you should reassign any records owned by the user. Learn more about setting ownership of records in HubSpot.

Remove user as a point of contact for Account & Billing

If a user is set as a point of contact in your Account & Billing settings, you will need to remove them from the role before you can remove them as a user.

• In your HubSpot account, click your account name in the top right corner, then click Account & Billing.

• At the top, click the Company Info tab.
• In the Billing Contacts section, click the delete delete icon next to any roles that the user is set as.

• In the dialog box, click Yes, remove from role.
• If the user is set as the Primary contact, you will need to replace them with another user.
  • Click the dropdown menu next to Primary contact, then select a different user.
  • In the dialog box, click Yes, add user to role.

You will now be able to remove the user from your account.

Remove a user from your account

To remove a user from your account:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.

• Click the name of the user. The user's status should show as Deactivated in the top left. Learn how to deactivate a user.
• In the top right, click Actions, then select Remove from account.

• In the dialog box, review the advisory and take any actions necessary to reassign seats and assets. Click Continue, then click Confirm.

Remove yourself from a HubSpot account

You can also remove your user account from a specific HubSpot account.

Before you remove your user account from a specific HubSpot account, click your account name in the top right of the main navigation bar to verify you are logged into the correct Hub.

To remove your user account from a specific HubSpot account:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to General > Security.
• At the bottom, click Remove me from this account. If you are a part of other accounts, you will still have access to them. If you have not been removed as a point of contact in Account & Billing, this button will be grayed out.

• In the dialog box, type your email address, then click Delete.

Delete your HubSpot user account

When a user's access is removed from a HubSpot account, the user cannot access the account. However, the user associated with the email address will continue to exist. You can fully delete your user account once you're not the only Super Admin remaining while other users are still in the account.

Please note: deleting your user will delete any Academy certifications associated with that email address. To maintain your certifications, you can transfer your certifications to a new email address before deleting your user.

To permanently delete your user account:

• Log in to the user account you want to delete. Ensure it does not have access to any other HubSpot accounts.
• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, click General > Security.
• At the bottom, click Delete my user account.

• In the dialog box, enter your user email address, then click Delete user.