How to Export Users from Hubspot: Step‑by‑Step Guide

Exporting users from Hubspot is essential for audits, security reviews, and user management outside the platform. This guide walks you through every step to generate accurate, well-structured user export files you can analyze or share with your team.

Why export users from Hubspot?

Before you start the export process, it helps to understand common reasons teams pull user data from Hubspot.

Typical use cases include:

• Security and access audits for compliance.
• Reviewing user permissions and roles.
• Sharing user lists with HR or IT stakeholders.
• Archiving user details for record-keeping.
• Comparing Hubspot users to other internal systems.

Whatever the reason, a structured export from Hubspot ensures your data is consistent and easy to filter or sort in spreadsheet tools.

Prerequisites for exporting users in Hubspot

Not every account user can export the full user list. To run a user export from Hubspot, make sure you meet the following requirements.

Required permissions in Hubspot

In most portals, only users with higher-level administrative access can export the full user list. Typically this means:

• You must be a Super Admin, or
• You must have explicit user and account administration permissions enabled.

If you do not see the export option, contact a Super Admin in your Hubspot account and ask them to adjust your user permissions or perform the export on your behalf.

Browser and account considerations

For best results when exporting from Hubspot:

• Use a modern browser with downloads enabled.
• Check that pop-up or download blockers are turned off for your Hubspot domain.
• Confirm you are logged into the correct account and environment.

How to export all users from Hubspot

Follow these steps to export a full list of users from your account. The exact wording of menu items may vary slightly, but the workflow is consistent.

Step 1: Open the user management area in Hubspot

1. Log in to your Hubspot account.
2. Navigate to your settings area (usually available via the main settings icon in the top navigation).
3. Locate the section dedicated to user management or Users & Teams.

This area displays all active and inactive users associated with your Hubspot account, along with their roles, permissions, and other key details.

Step 2: Review your user list before export

Before downloading, review which users are visible in the table. In Hubspot you may have filters or columns that affect which users are shown.

Check the following:

• Confirm filters are set to include all relevant users (for example, all statuses or all teams).
• Ensure the columns you want in your export are visible in the user table.

The export file will typically reflect the user data from this view, so configuring it correctly saves cleanup time later.

Step 3: Start the user export process in Hubspot

1. In the user management view, look for an Export button or menu option near the top right of the table.
2. Click the Export option to open the export dialog.

This dialog controls the format and scope of your Hubspot user export.

Step 4: Choose export format and options

Hubspot typically offers standard spreadsheet-friendly formats so you can open the file in Excel, Google Sheets, or similar tools.

Common configuration options include:

• File format – CSV or XLSX for easy analysis.
• Data scope – all users currently visible in your view or a subset, depending on filters.
• Columns – user details such as email, role, team, status, and last login information.

Select the options that best match your reporting or compliance needs. For broad audits, a full export with all standard user fields is usually ideal.

Step 5: Confirm and generate the Hubspot export

1. Review your export settings one more time, especially format and included fields.
2. Click Export or Generate file.

Depending on your Hubspot account size, generating the file may take a short moment. Large organizations with many users may experience a slightly longer processing time.

Step 6: Download your Hubspot user file

Once the export is ready, Hubspot will usually provide the download in one of these ways:

• Direct download link in the interface.
• Email with a secure link to the export file.

Click the provided link and save the file to a secure location. Always follow your organization’s internal data security standards when storing and sharing exported user information.

Understanding your Hubspot user export file

After export, open the file in your preferred spreadsheet tool to review the data.

Common columns in a Hubspot user export

While exact fields can change over time, most Hubspot user exports include key administrative details, such as:

• User email address.
• User name and ID.
• User status (active or deactivated).
• Assigned teams or groups.
• Roles or permission sets.
• Last login or activity information, where available.

You can sort, filter, and pivot these columns to check for permission gaps, inactive accounts, or team alignment issues.

Best practices for handling exported Hubspot data

Because user data can be sensitive, treat any export from Hubspot as confidential.

• Restrict file access to authorized admins or managers.
• Use password-protected folders or drives when storing exports.
• Delete outdated exports regularly to reduce security risk.
• Document when exports are created for audit trails.

Troubleshooting Hubspot user export issues

If you encounter problems exporting users, a few standard checks usually resolve them quickly.

Missing export button in Hubspot

If you do not see an export option:

• Verify that you are in the Users & Teams or equivalent management screen.
• Confirm you have sufficient permissions or Super Admin status.
• Ask an administrator to review your role settings in Hubspot.

File will not download or open

When an export does not download or the file appears corrupted:

• Disable browser extensions that block downloads or pop-ups.
• Try a different browser or an incognito window.
• Re-run the export in Hubspot and generate a fresh file.
• Ensure your spreadsheet software supports the chosen format.

Learn more about Hubspot user exports

For the most detailed, current, and official instructions, always refer to the Hubspot product documentation. Features and labels can evolve, so confirming the latest interface is important.

You can review the official help article here: Hubspot user export documentation.

Next steps for managing Hubspot at scale

Exporting your user list is just one part of a robust administration strategy. Many teams combine regular Hubspot exports with:

• Scheduled user access reviews.
• Centralized documentation of permission changes.
• Integration checks between Hubspot and internal identity systems.

If you are looking for strategic support with implementation, optimization, or ongoing administration, you can find expert consulting services at Consultevo.

By following these steps and best practices, you can create reliable user exports from Hubspot whenever you need clean, auditable data for governance, reporting, or system alignment.

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