How to Create and Manage Permission Sets in Hubspot

Managing user access in Hubspot is much easier and safer when you use permission sets instead of configuring every user one by one. This guide explains how permission sets work, how to create them, and how to apply them to your team so you can keep your data secure and your processes consistent.

What Are Permission Sets in Hubspot?

Permission sets are reusable templates that bundle specific user permissions together. Instead of assigning dozens of permissions to each user, you define a set once and then apply it to multiple users or teams.

Permission sets are especially useful when you have:

• Sales, marketing, and service teams that need different access levels
• New hires who should quickly receive standard permissions
• Strict security or compliance requirements
• Many users that must share the same access pattern

After you create a permission set, you can assign it to existing users, use it when inviting new users, or even link it to teams.

Requirements for Using Permission Sets in Hubspot

Not every account can create permission sets. Before setting them up, confirm that your Hubspot subscription meets the requirements below.

Subscription and Access Requirements

• You must have an Enterprise-level subscription for at least one Hubspot product (such as Marketing Hub Enterprise, Sales Hub Enterprise, Service Hub Enterprise, or Operations Hub Enterprise).
• You need the Super admin status or the Add and edit users permission enabled for your user account.

If you do not see the permission sets area described in this article, check with a super admin in your Hubspot portal to confirm that your user permissions and subscription level are correct.

How to Access Permission Sets in Hubspot

Once you have the correct access, you can navigate to the permission set tool from your Hubspot settings.

1. In your Hubspot account, click the settings icon in the main navigation bar.
2. In the left sidebar menu, open the Users & Teams section.
3. Click the Permission sets tab at the top of the page.

From this tab, you can create new permission sets, edit existing ones, and assign them to your users and teams.

How to Create a Permission Set in Hubspot

Creating a permission set in Hubspot is a step-by-step process where you define the name, assign users or teams, and configure specific permissions.

Step 1: Start a New Permission Set

1. Open the Permission sets tab under Users & Teams.
2. Click Create permission set in the upper right corner.
3. In the panel that appears, enter a clear, descriptive Name for the permission set. For example, Sales Reps or Marketing Managers.
4. Optionally, add a short Description to document what this set is intended for.

Choose names that reflect the role or team that will use the set. This makes your Hubspot user management much easier to maintain over time.

Step 2: Configure User Permissions

Next, configure the exact permissions that will apply when this set is assigned. The panel will display permission categories such as:

• CRM (contacts, companies, deals, tickets)
• Marketing tools and assets
• Sales tools and sequences
• Service tools and knowledge base
• Account, reporting, and administrative settings

For each category, adjust the access level according to the responsibilities of your role. Typical patterns include:

• View only: For stakeholders who need reporting but no editing rights.
• Edit own records: For individual contributors who manage only their assigned records.
• Edit team or everything: For managers and admins who require broader access.

As you configure these options, remember that anyone assigned to this Hubspot permission set will receive exactly these permissions. Double-check sensitive capabilities such as deleting records, exporting data, or changing account-level settings.

Step 3: Assign Users or Teams (Optional)

While creating the permission set, you can immediately assign it to users or teams.

1. In the assignment area, search for and select the users who should receive this set.
2. Optionally, select entire teams if your Hubspot account uses team structures.
3. Review the list of selected users and teams before saving.

You can also skip this step during creation and assign the permission set later as your team structure changes.

Step 4: Save the Permission Set

1. After reviewing the name, description, and permissions, click Save or Create.
2. The new permission set will now appear in the Permission sets tab, where you can manage it going forward.

Any users you selected during creation will immediately inherit the permissions defined in this set.

How to Edit an Existing Hubspot Permission Set

As your processes evolve, you may need to adjust permissions for a role. Instead of editing every user, you can update the Hubspot permission set directly.

1. Go to Settings > Users & Teams > Permission sets.
2. Find the permission set you want to update.
3. Click the name of the set to open its configuration panel.
4. Adjust the permissions as needed across the relevant categories.
5. Click Save when finished.

All users and teams assigned to that permission set will automatically receive the updated permissions. This is one of the main advantages of structuring your access control in Hubspot with permission sets.

Assigning Hubspot Permission Sets to Users and Teams

Permission sets can be applied when inviting new users or when updating existing accounts.

Assign During User Invitation

1. In Users & Teams, click Create user or the option to invite a new user.
2. Enter the user’s email and basic details.
3. In the permissions area, select the relevant permission set from the list.
4. Send the invitation.

When the new user accepts the invite, they will receive all permissions defined by that Hubspot permission set.

Assign to Existing Users

1. Open Settings > Users & Teams.
2. Click the name of the user whose rights you need to change.
3. In the permissions section, choose one or more permission sets that apply to the user.
4. Save your changes.

Assigning multiple permission sets to a single user is possible. In that case, the user’s effective permissions are the combination of all sets they have.

Assign to Teams

If your account uses teams, you can streamline access by assigning permission sets at the team level.

1. Open the Teams tab under Users & Teams.
2. Select the team you want to configure.
3. Assign the appropriate permission sets to the team.
4. Save your changes.

All members of that team will then inherit the permissions defined in the assigned Hubspot permission sets, in addition to any sets they have individually.

Best Practices for Managing Hubspot Permission Sets

To keep your access structure clean and secure, follow these guidelines when working with permission sets.

• Use role-based names: Name sets after roles (e.g., Sales Rep, Marketing Admin) instead of individual people.
• Keep the number of sets manageable: Too many sets can create confusion. Consolidate similar roles where possible.
• Review regularly: Schedule periodic reviews of your Hubspot permission sets to ensure they still match your current processes and compliance needs.
• Limit high-risk permissions: Restrict data export, deletion, and account-level settings to super admins or trusted roles.
• Document your structure: Maintain a simple internal document explaining what each permission set is for and who should have it.

Where to Learn More About Hubspot Permissions

For the most detailed and up-to-date reference on permission sets, you can review the official Hubspot documentation on creating permission sets here: Hubspot create permission sets guide.

If you need broader strategy help around role design, user governance, and CRM architecture, you can also consult with implementation specialists such as Consultevo, who work with complex Hubspot environments.

By carefully planning, creating, and maintaining permission sets, you can control access efficiently, reduce configuration errors, and keep your Hubspot data secure as your organization scales.

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