Hupspot user permissions guide

Managing user permissions in Hubspot is essential for controlling access to tools, data, and subscription features across your CRM. With the right configuration, you can keep sensitive records secure while still empowering teams to do their work efficiently.

How Hubspot permissions work

Permissions in Hubspot are assigned at the user level and can be configured individually or through reusable roles. Super admins have the broadest control and can access all settings, tools, and subscription management features.

Each permission setting in Hubspot controls access to specific areas, such as contacts, deals, reports, marketing tools, and account-level configuration. You can choose whether users can view, edit, or delete records, and restrict them to only their own objects, their team’s objects, or everything in the account.

Access requirements in Hubspot

To manage permissions, you must have super admin status or a custom role that grants access to user and team settings. Additionally, some advanced permission features depend on your subscription tier in Hubspot.

• Starter and above: access to basic object permissions and simple tools.
• Professional tiers: more granular settings for sales, marketing, and service tools.
• Enterprise: full permission sets, teams, hierarchical teams, and advanced roles.

Before updating permissions, confirm that your account subscription includes the tools you want to control. You can always check the official documentation at Hubspot user permissions for feature availability and limitations.

Open the Hubspot user permissions settings

Follow these steps to reach the user permissions editor inside Hubspot:

1. Log in to your account using a super admin or a user with equivalent access.
2. Click the settings icon in the main navigation bar.
3. In the left sidebar, select the “Users & Teams” section.
4. Locate the user you want to edit, then click their name to open the user details panel.
5. Go to the permissions tab to view and modify what the user can access.

From this screen, you can configure detailed privileges across CRM objects, tools, and account settings in Hubspot.

Configure Hubspot CRM object permissions

CRM object permissions determine what records each user can view, edit, and delete. These settings apply to contacts, companies, deals, tickets, and any custom objects supported by your Hubspot subscription.

Set access levels for objects in Hubspot

For each object type, choose the appropriate level of access:

• View: decide whether users can see all records, team records, or only those they own.
• Edit: control who can modify properties and values on each record.
• Delete: restrict the ability to permanently remove records from Hubspot.

Many organizations use a layered approach where sales reps can edit only their own contacts and deals, while managers and operations users can access all records. This reduces accidental changes and helps secure your Hubspot data.

Advanced CRM permissions in Hubspot

Depending on your plan, you may see extra options like importing, exporting, bulk editing, or merging records. These can be sensitive operations, so grant them only to trusted roles in Hubspot, such as sales operations or CRM administrators.

Manage tools and features in Hubspot

Beyond CRM objects, you can configure permissions for individual tools and features. This keeps marketing, sales, and service activities properly segmented in Hubspot.

Marketing tool permissions in Hubspot

Tool-level options may include access to:

• Marketing emails and templates
• Forms and landing pages
• Blog and website management
• Campaigns and ads
• Lists and segmentation tools

Typical configurations in Hubspot keep strategic features, such as publishing or deleting content, limited to marketing managers, while allowing specialists to draft or edit assets.

Sales and service tool permissions in Hubspot

For sales and service teams, Hubspot allows you to control:

• Sequences, playbooks, and templates
• Quotes and line items
• Calling and meeting tools
• Inbox, conversations, and help desk tools
• Knowledge base and feedback surveys

Use these settings to ensure that only qualified users send quotes, manage pipelines, or access shared inboxes in Hubspot.

Assign roles for scalable Hubspot access

Roles let you reuse a consistent permission set across many users. Instead of configuring each user individually, you can create a role once and apply it to multiple people in Hubspot.

Create a role in Hubspot

1. Navigate to the settings area and open the “Users & Teams” section.
2. Go to the “Roles” tab if it is available in your Hubspot subscription.
3. Click to create a new role and name it clearly, such as “Sales Rep” or “Marketing Manager.”
4. Configure CRM object access levels, tool permissions, and account settings for that role.
5. Save the role and assign it to the relevant users.

Using roles in Hubspot simplifies onboarding and ensures that users with similar responsibilities share the same access level.

Update users through roles in Hubspot

When you adjust a role, every user who has that role automatically inherits the updated permissions. This is especially helpful when adding new tools or restructuring teams in Hubspot, because you can modify a single configuration rather than many individual users.

Account and subscription-level permissions in Hubspot

Some options control account-wide configuration and subscription management. These are highly sensitive settings in Hubspot and should be granted to a limited group, usually super admins or senior operations staff.

Common account-level permissions include:

• Billing and subscription details
• Branding, domains, and email sending configuration
• Data management, such as imports, exports, and property creation
• Security settings, including login requirements and SSO configuration

Review these settings carefully so that only trusted users can modify global configuration in Hubspot.

Best practices for secure Hubspot permissions

To keep your CRM environment secure and efficient, follow these practical guidelines when adjusting permissions in Hubspot:

• Follow the principle of least privilege: give users only the access they genuinely need.
• Use roles as much as possible to standardize access levels.
• Review permissions regularly, especially after role changes or team restructuring.
• Limit export and delete capabilities to administrators and operations staff.
• Test new roles with a pilot group before applying them broadly in Hubspot.

Next steps for optimizing your Hubspot setup

After configuring user permissions, document your standards so future administrators can keep access consistent. You may also want to audit your data structure, properties, and automation to align everything with your access model in Hubspot.

If you need strategic support with implementation, CRM design, or SEO-friendly content around your systems, consider partnering with specialists such as Consultevo to refine your Hubspot environment and broader digital strategy.

By carefully planning roles, tool access, and object permissions, you can maintain security while ensuring every team member has the resources they need to succeed in Hubspot.