Understanding user permissions in HubSpot

Setting the right user permissions in HubSpot is essential for keeping your data secure and ensuring your team has access to the tools they need—without unnecessary distractions. With flexible permissions, you can control what users can view, edit, or manage within your HubSpot account.

Here’s what you need to know about HubSpot’s user permissions and how they work.

What Are User Permissions?

User permissions determine what a person can do in HubSpot. Each team member can be assigned different levels of access based on their role, ensuring they can only see and edit what’s relevant to them.

For example:

• A Sales Rep might only need access to their own deals.
• A Marketing Manager might need full access to email campaigns and reporting.
• A Finance User might need to view deal values but not edit customer records.

Understanding HubSpot Permission Levels

HubSpot’s user permissions are broken down into different categories, allowing you to tailor access as needed.

1. Account Access

Controls who can manage key account settings.

• Super Admin – Full control over all tools and settings.
• Billing Access – Can manage subscriptions and payments.

2. CRM (Customer Relationship Management) Permissions

Manages access to contacts, companies, deals, and tickets.

• View, Edit, or Delete – Can be set to “Owned only,” “Team only,” or “Everything.”
• Bulk Delete – Allows users to remove multiple records at once.

3. Sales & Marketing Permissions

Regulates access to sales and marketing tools.

• Deals & Pipelines – Controls who can create and manage deals.
• Marketing Emails & Campaigns – Determines who can send and edit emails.
• Ads & Social Media – Controls access to connected ad and social accounts.

4. Reporting & Dashboards

Defines who can create and view reports.

• View Only – Users can see reports but not change them.
• Edit & Manage – Users can create, edit, and share reports.

1. Custom Object & Workflow Permissions

For businesses using custom objects or automation, you can set:

• Access to Custom Objects – Control who can create and edit custom CRM records.
• Workflow Automation – Allow or restrict access to automated processes.

💡 Pro Tip: If you have multiple users with similar roles, use Teams to assign permissions at a group level for consistency.

Final Thoughts

Assigning the right permissions ensures your team can work efficiently while keeping sensitive data secure. Whether you’re managing a small team or a growing organisation, taking the time to set up permissions correctly will save time and reduce errors in the long run.

Ready to take control? Upload your CSV file with your user information to your onboarding plan!