How to Grant a User Access to HubSpot

If you're managing a team or working with external collaborators, giving the right people access to your HubSpot account can enhance productivity and collaboration. HubSpot provides various roles and permissions, allowing you to control the level of access each user has. In this guide, we'll walk through the steps for adding new users to your HubSpot account and managing their permissions.

Step 1: Log into HubSpot

To start, log in to your HubSpot account using your administrator credentials. Only users with Admin privileges can invite new users and adjust access levels, so ensure you have the correct permissions before proceeding.

Step 2: Navigate to User Settings

Once logged in:

Go to the Settings icon (usually located at the top-right of your HubSpot dashboard).

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In the left-hand sidebar, find and click on Users & Teams under the Account Settings.

This will open the page where you can manage your users, assign teams, and set permissions.

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Step 3: Add a New User

To add a new user:

Click the Create user button at the top right of the Users & Teams page.

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Enter the user’s email address in the designated field.

(Optional) If you’re inviting multiple users at once, you can enter several email addresses, separated by commas.

Step 4: Assign Permissions

HubSpot offers different levels of permissions to customize user access. You can grant users specific access based on their roles in your organization, including:

CRM Access: Basic access to contacts, companies, deals, and tasks.

Marketing Permissions: Access to email, social media, ads, and other marketing tools.

Sales Permissions: Access to sales tools, such as meetings, documents, and calling.

Service Permissions: Access to customer service tools, including tickets, feedback, and customer surveys.

Reports & Dashboards: Control over analytics, reports, and dashboards.

Each of these categories can be further customized, so take time to carefully review the permissions to ensure your new user has the appropriate level of access.

Step 5: Add the User to a Team (Optional)

If your organization uses teams in HubSpot, you can assign the new user to a specific team to streamline permissions and facilitate collaboration within certain groups. In the Teams section, select the relevant team(s) for the user. This is particularly helpful for companies with larger structures, as it allows for grouped permission management.

Step 6: Review and Send the Invitation

After you've set the permissions and, if applicable, assigned the new user to a team:

Review all settings to ensure accuracy.

Click Next to proceed to the confirmation screen.

Finally, click Send to invite the user to join your HubSpot account.

The user will receive an email with instructions for setting up their HubSpot account. They’ll need to accept the invitation before gaining access.

Step 7: Monitoring and Managing User Access

Once users are added, you can always return to the Users & Teams page to adjust permissions or deactivate accounts as needed. This flexibility is particularly useful if a user's role changes or if they leave the organization.

Additional Tips for Managing User Access

Use Custom Permissions: Tailoring permissions per user is a good practice, especially if users need access to sensitive data or if you want to restrict certain functionalities.

Enable Two-Factor Authentication (2FA): Enhance account security by requiring users to enable 2FA in their account settings.

Regular Access Review: Periodically review your account’s user access to ensure only current and necessary users have access.

Granting access to HubSpot is a straightforward process that allows your team to leverage HubSpot’s powerful tools while ensuring data security and user accountability. By carefully managing permissions, you can create a secure and efficient workspace that empowers every user to contribute effectively.