How to Share Sales Content in Hubspot for Teams

Hubspot gives sales leaders powerful tools to centralize sequences, templates, snippets, and documents so every rep uses the same best-practice content. When you organize and share this material correctly, you speed up onboarding, protect brand voice, and keep your pipeline activity consistent across the entire team.

This guide walks you through how to share sales content with users and teams, how permissions work, and how to manage access as your organization grows.

Understanding Hubspot sales content types

Before you start sharing, it helps to understand the core sales content assets available inside Hubspot.

• Sequences: Multi-step email and task workflows reps enroll contacts into.
• Templates: Reusable email messages for one-to-one sales outreach.
• Snippets: Short text blocks for common phrases, answers, or sign-offs.
• Documents: Files such as decks, one-pagers, or proposals you share with prospects.

Each of these asset types has its own location and sharing controls in the CRM.

Hubspot requirements and permissions for sharing

Your ability to share sales content in Hubspot depends on your subscription level and user permissions.

Hubspot subscription requirements

Sharing sales content with users and teams is available in:

• Sales Hub Starter, Professional, and Enterprise
• Service Hub Professional and Enterprise (for some sales tools)

Certain advanced options, such as managing multiple teams or restricting editing for others, may require Professional or Enterprise tiers.

User permission requirements in Hubspot

To create and share content, users generally need:

• Sales Access: To use sequences, templates, snippets, and documents.
• Edit permissions: For the specific asset type (e.g., edit templates or edit sequences).

Administrators and team managers can configure these permissions in the user settings area of Hubspot.

How to share templates with users and teams in Hubspot

Sales email templates are one of the most commonly shared assets because they standardize messaging across your team.

Step-by-step: share an email template

1. In your Hubspot account, navigate to Conversations > Templates (or the equivalent Sales Tools area).

2. Find the template you want to share and open its details.

3. Locate the Share or Permissions option in the template editor.

4. Select whether the template should be:

   • Private to you
   • Shared with specific users
   • Shared with one or more teams
   • Available to everyone in the account (if enabled for your tier)

5. Choose the users or teams from the list and save your changes.

Once shared, your selected users and teams will see the template in their own template library and can insert it into emails.

Best practices for Hubspot template sharing

• Use a clear naming convention with team tags (e.g., “AE – Intro Call Request”).
• Group templates into folders by funnel stage or use case.
• Restrict editing access to owners or admins so content remains consistent.

How to share snippets in Hubspot

Snippets help your sales team answer common questions quickly while maintaining consistent language.

Share snippets with teams

1. Go to the Snippets tool in Hubspot from the conversations or sales tools menu.

2. Open an existing snippet or create a new one.

3. In the sharing or access section, set visibility for:

   • Only you
   • Specific users
   • Specific teams
   • All users (where supported)

4. Save the snippet to apply the chosen sharing settings.

Reps can now insert these snippets in email, live chat, or notes, ensuring consistent responses across the board.

How to share sequences in Hubspot

Sequences in Hubspot automate follow-up while still feeling personal. Sharing them correctly lets your whole team benefit from proven workflows.

Configure sharing for a sequence

1. Navigate to Automation > Sequences (or the Sales > Sequences area depending on your navigation).

2. Select the sequence you want to share, or create a new one.

3. Open the sequence’s settings or options menu to find Share or Permissions.

4. Choose who can use the sequence:

   • Just you (private)
   • Specific users
   • Specific teams (e.g., SDRs, AEs, CSMs)
   • All users (if your access level allows)

5. Save your changes so that designated users can enroll contacts into the sequence.

Sequence sharing tips for Hubspot admins

• Create master sequences for each key play (e.g., inbound demo no-show, outbound prospecting).
• Limit editing of core sequences to admins or operations owners.
• Clone shared sequences for experimentation while keeping original versions intact.

How to share documents in Hubspot

Documents in Hubspot let you track when prospects open and view key collateral such as pitch decks or case studies.

Share documents with users and teams

1. Go to Sales > Documents in your Hubspot portal.

2. Upload a new file or open an existing document.

3. Look for the document’s sharing or access settings.

4. Assign visibility to:

   • Only the owner
   • Selected users
   • Specific teams
   • Everyone (depending on your subscription)

5. Confirm and save.

Your team members can now attach the shared documents to one-to-one emails or include them as links in templates and sequences.

Managing teams and access in Hubspot

To get the most from shared content, you need a clear team structure and governance model.

Organize teams

• Create teams aligned with functions (SDR, AE, CSM) or regions.
• Assign each user to the correct primary team and any secondary teams needed.
• Use team-based sharing to ensure each group only sees relevant assets.

Control editing rights

• Designate a small group of content owners for each asset type.
• Encourage reps to request changes instead of editing shared master assets.
• Review shared content quarterly to retire outdated materials.

Advanced Hubspot sharing strategies

As your organization scales, refine how you share sales content to balance efficiency and control.

• Use folders and naming conventions: Keep shared content easy to find for all Hubspot users.
• Standardize by lifecycle stage: Separate assets for prospecting, qualification, proposal, and post-sale.
• Align with playbooks: Match templates, snippets, and documents to your documented sales plays.

Where to learn more about Hubspot sharing features

For the most accurate and detailed configuration steps, always refer to the official documentation from the provider. You can review the original instructions for sharing sales content with users and teams directly at this Hubspot knowledge base article.

If you want expert help optimizing your sales operations and CRM setup around these capabilities, you can also consult specialists at Consultevo for strategy and implementation support.

By structuring your content library, managing permissions carefully, and using team-based sharing, you ensure everyone in your organization works from the same proven, on-brand sales materials inside Hubspot.

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