Share Records in HubSpot CRM: Step‑by‑Step Guide

Sharing records in Hubspot CRM lets your team and external stakeholders collaborate quickly without giving full account access. This guide explains how to generate secure shareable links, control what data is visible, and manage access for contacts, companies, deals, and other objects.

What Shared Records Do in HubSpot

Shared records in HubSpot allow you to send a secure URL that shows selected details from a single CRM record. These links are ideal when you need to share information with:

• Colleagues who do not regularly use the CRM
• Partners or vendors who need specific context
• Leaders who want a quick view without logging in

The shared view is read-only and does not provide full HubSpot account access. Recipients only see what your share link is configured to display.

Where You Can Share Records in HubSpot

You can create shareable links for most standard CRM objects in HubSpot. From the record page, use the Share button to generate and configure links.

Supported record types in HubSpot

• Contacts
• Companies
• Deals
• Tickets
• Custom objects (available in applicable HubSpot subscriptions)

The sharing experience is similar across objects, though the default properties shown will match the record type.

How to Share a Record in HubSpot

Use the following steps to generate a shareable link from within a single record in HubSpot CRM.

Step 1: Open the record in HubSpot

1. Log in to your HubSpot account.
2. Navigate to the appropriate object (Contacts, Companies, Deals, Tickets, or Custom Objects).
3. Click the name of the record you want to share to open the record view.

Step 2: Open the Share panel

1. In the upper-right corner of the record, click Share.
2. A panel or dialog will appear with options to configure the shared record view.

Step 3: Choose basic share settings in HubSpot

In the Share panel, configure the main options for your link. Depending on your HubSpot subscription and settings, you can typically control:

• Link access: whether anyone with the link can view or whether access is limited.
• Expiration: in some tiers, you may be able to set a date when the link stops working.
• Record properties shown: which core properties are visible in the shared view.

These options help you balance convenience and privacy when sharing records in HubSpot.

Configure Timeline Sharing in HubSpot

The activity timeline is often the most sensitive part of a CRM record. HubSpot lets you decide which activities should appear in the shared link.

Choose which activities to show

From the Share settings, look for timeline or activity options. You can typically toggle categories such as:

• Notes
• Emails
• Calls
• Meetings
• Tasks
• Form submissions
• Other logged interactions depending on your HubSpot setup

Only the activity types you enable will appear for the recipient of the shared record link.

Filter timeline by date range in HubSpot

If available in your subscription, you can restrict the shared timeline to a time window. For example:

• Only show activities from the last 30 days
• Only show activities related to a specific project period

This helps you provide relevant context from HubSpot without exposing the entire history of the record.

Control Property Visibility in HubSpot Shared Records

In addition to timeline activities, you can decide which record properties appear in the shared view. This is useful for hiding sensitive data while still giving enough information for collaboration.

Select properties to display

1. In the Share panel, locate the section that lists record properties.
2. Use checkboxes or dropdowns to choose which fields you want to expose.
3. Include key identifiers such as name, company, deal stage, or ticket status as needed.

Property visibility is managed per link, which means you can create different shareable views for different audiences in HubSpot.

Hide sensitive information

Before sharing a link from HubSpot, review the properties for any sensitive details, such as:

• Personal contact information not needed by the recipient
• Internal financial data or pricing notes
• Confidential internal comments

Clear these properties from the shared configuration if you do not want them visible to people accessing the link.

Send the Shared Link From HubSpot

Once your share settings are configured, you can send the link directly or copy it for use elsewhere.

Copy the share link

1. Click Copy link (or equivalent button) in the Share panel.
2. Paste the link into an email, chat message, document, or task.

Anyone with access — based on the controls you set — can open the link and view the shared HubSpot record details.

Email the link from HubSpot

Depending on your CRM configuration, you may be able to email the shared link directly from within the HubSpot record. This allows you to:

• Send the link to a contact or colleague immediately
• Include context around why you are sharing the record
• Keep a trace of the communication in the record timeline

Manage and Revoke Shared Record Links in HubSpot

Link management is important for security and compliance. After sharing a record, you may need to update access or disable the link.

Update shared settings

To change what recipients can see:

1. Open the same record in HubSpot.
2. Click Share again to open the settings.
3. Adjust properties or timeline filters as needed.
4. Save or update the link settings.

Changes will typically apply to anyone who opens the same shared link.

Revoke a shared link

If you no longer want a record to be accessible through a shared link:

1. Go back to the record in HubSpot.
2. Open the Share settings.
3. Disable the link or delete the share configuration if that option is available.

After revocation, anyone trying to access the old link will no longer see the shared record.

Best Practices for Sharing Records in HubSpot

To use shared links safely and effectively, follow these best practices in your HubSpot CRM processes.

Limit access to what is necessary

• Share only the properties and activities needed for the task.
• Avoid exposing long-term history when a short time frame will suffice.
• Regularly review your default share settings in HubSpot.

Monitor sensitive records

• Use shorter expiration windows for links containing private data.
• Revoke access when projects end or contractors leave.
• Coordinate with your admin on global sharing policies in HubSpot.

Document your sharing process

Create internal documentation explaining how and when to share HubSpot records so your team uses consistent, secure practices. You can also work with CRM consultants who specialize in optimization, like the team at Consultevo, to refine your process.

Learn More About HubSpot Record Sharing

For the most accurate, up-to-date instructions and feature availability, always refer to the official documentation. You can find the original help article on sharing records directly on the HubSpot Knowledge Base.

By configuring shared links carefully, you can collaborate efficiently while keeping your HubSpot data secure and under control.

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