Manage user permissions

Permissions define how users can work within HubSpot tools they have access to through their seat. Set permissions to control what users can view, create, edit, or delete in an account. For example, you can give a sales rep permission to communicate only with contacts they own, while allowing a sales manager to communicate with all contacts. Learn more about each user permission.

View a user's permissions history to track their permission changes over time.

Before you get started

Before you begin setting user permissions, make sure to fully understand what steps should be taken ahead of time, as well as the limitations and potential consequences of editing permissions.

Understand requirements 

To edit existing users, you must do the following:

• Set up your HubSpot account.
• Create HubSpot users.
• If users need access to features that require a paid seat, purchase paid seats.

Understand limitations & considerations

• Permission updates can take up to five minutes to take effect across HubSpot's systems.
• Users need to log out of the account and back in before updates to their permissions take effect. On mobile, users may need to fully close and reopen the HubSpot app for changes to take effect.
• When HubSpot adds new permissions to a permission set, existing users will keep their current access and any new permissions added to the set will be turned on by default for them.
• If permission changes don't appear in a web browser, users need to log into HubSpot in a private or incognito window. If the permission changes are effective there, the user needs to clear the browser cache and cookies, then reload HubSpot and try again.

Edit user permissions

To edit permissions for existing 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. In the user table, click a user record, then click the Access tab.
4. Under Permissions, click Edit permissions. You can use the Current view dropdown menu to review user permissions before and after editing them. 
   
   
   
   
   
5. On the Editing access screen, click to expand the Choose how to set access and Choose permissions sections. 
6. Toggle the permissions on and off as needed. Learn more about what each permission gives access to in HubSpot's user permissions guide.
7. In the top right, click Save.

Edit user permissions for multiple users at once

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. Select the checkbox next to the users whose permissions you want to edit.
4. At the top of the table, click Edit permissions. You can now edit permissions for the selected users as needed.

Please note: users need to have the same seat type to edit them at the same time.

Create and edit permission sets 

With permission sets, you can define preset permissions for your team. Once you've created a permission set and specified certain permissions for it, you can assign new and existing users the permission set to grant them the same permissions.

Learn more about creating and editing permission sets.

Compare permissions 

You can compare the permissions of users or permission sets (Enterprise only) to see how access differs across your account.

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. At the top, navigate to the Users tab or the Permission Sets tab.
4. In the table, click the checkboxes next to the users or permission sets you want to compare, then click Compare access.
   
   
   
5. On the Compare access page, scroll down to review the permission differences between the users or permission sets you selected. To change the user or permission set, at the top of the page, click the dropdown menus under Choose a permission set or user.
6. Click the All sections dropdown menu to filter which permissions or user defaults you see. Toggle off Hide similarities to see all permissions.
   
   
   
7. To change permissions for a user or permission set, hover over the permissions on the side of the specific user or permission set, then click Change [name]'s permissions or Manage this custom permission set.