Manage User Preferences with HubSpot User Groups

HubSpot lets admins manage user preferences in bulk using user groups, so you can quickly apply consistent notification, language, and regional settings across multiple team members without editing each profile one by one.

This guide walks through how user groups work, how preferences are applied, and how to create, edit, and delete them safely inside your account.

What HubSpot User Groups Do

User groups are an admin-only tool designed to streamline preference management for groups of users who share similar settings. Typical use cases include:

• Sales or service teams that need the same notification preferences
• Regional teams that share time zones and date formats
• Departments that work in a specific language

When you update a user group, HubSpot automatically applies those group preferences to every user assigned to that group.

How Preferences Work in HubSpot User Groups

Before creating groups, it is important to understand how preference control works so you do not unintentionally override a user’s personal settings.

HubSpot Preference Priority

Each preference can be controlled by either the user group or by the individual user. For settings controlled by a group, the group’s value overrides the individual’s own profile settings. For settings not controlled by a group, the user’s own preferences remain in effect.

In practical terms, this means:

• If a preference is toggled on in a user group, it is locked for all members and must be changed at the group level.
• If a preference is toggled off in a user group, each user can manage that specific setting in their own profile.

Types of Preferences in HubSpot User Groups

Depending on your subscription, you may see some or all of the following categories when you configure a user group:

• Notifications: email, in-app, and other alert types.
• Language: default language for the user interface.
• Region: time zone, date format, and related regional options.

Only preferences that are supported by your specific HubSpot subscription tier will be available when you build or edit a user group.

Requirements to Manage HubSpot User Groups

To create, edit, or delete user groups, a user must have the appropriate permissions. In most accounts this is restricted to super admins or admins with user and settings access.

If you cannot see user group options in settings, contact a super admin and request the necessary permissions.

How to Create a HubSpot User Group

Follow these steps to set up a new group and apply shared preferences to multiple users.

Step 1: Open User Group Settings in HubSpot

1. Sign in to your HubSpot account.
2. Click the settings icon in the main navigation.
3. In the left sidebar, go to the user management area (Users & Teams or equivalent, depending on your layout).
4. Locate the section dedicated to user groups.

Step 2: Add a New User Group

1. Click the option to create a new user group.
2. Enter a clear, descriptive name, such as “US Sales Team” or “EMEA Support.”
3. Add an optional description so other admins understand the group’s purpose.

Using descriptive names makes it easier to keep your HubSpot account organized as the number of groups grows.

Step 3: Configure Group Preferences

Next, choose which preferences this HubSpot group will control:

1. Select the category, such as notifications, language, or region.
2. For each setting you want the group to control, toggle the option on and select the desired value (for example, a specific time zone or notification behavior).
3. Leave any setting toggled off if you want individual users to control that preference themselves.

Review your selections carefully. Once saved, any controlled preference will override the affected users’ own settings.

Step 4: Assign Users to the HubSpot Group

1. Switch to the members or users tab for the group.
2. Search for users by name, email, or team.
3. Select the users you want to include.
4. Save your changes to apply the group’s preferences to all selected users.

HubSpot will now apply the managed preferences from this user group to each assigned user, according to the control rules you configured.

How to Edit an Existing HubSpot User Group

As teams evolve, you may need to adjust group preferences or membership.

Update Group Preferences

1. In HubSpot settings, open the user management section and find your user groups.
2. Select the group you want to edit.
3. Adjust controlled preferences as needed by toggling options on or off or changing their values.
4. Save changes to reapply the new configuration to all group members.

If you turn off control for a preference, users will regain the ability to manage that setting in their own profiles.

Modify Group Membership in HubSpot

1. Open the members or users tab for the group.
2. Add new users who should inherit the group’s settings.
3. Remove users who no longer need the group’s preferences.
4. Save changes so HubSpot updates which users are affected by the group.

Newly added users will immediately receive the controlled preferences defined by the user group.

How to Delete a HubSpot User Group

When a user group is no longer needed, you can delete it, but you should understand the effect this has on user preferences.

1. In HubSpot settings, navigate to the user groups section.
2. Select the group you want to remove.
3. Confirm the deletion when prompted.

After deletion:

• Preferences previously controlled by the group are no longer enforced by that group.
• Each user’s individual settings take over again, based on whatever they had configured in their own profiles.

Deleting a group does not delete users; it only removes the shared control of their preferences.

Best Practices for Managing HubSpot User Groups

• Group by function and region: create separate groups for different departments and locations.
• Document your strategy: keep a short guide for admins describing what each HubSpot user group controls.
• Review periodically: audit groups regularly to confirm they still match your team structure.
• Test with a pilot group: try new configurations on a small set of users before rolling them out widely.

Additional HubSpot Resources

For the original feature documentation and the most current details, see the official guide on managing user preferences with user groups on HubSpot Knowledge Base.

If you need help designing a broader operations or CRM strategy around your HubSpot setup, you can find expert consulting support at Consultevo.

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