April 29, 2024

How do I set up role-based access or permissions within HubSpot?

Hubspot logo

Step 1: Log in to HubSpot

  • Access your HubSpot account by entering your credentials.

Step 2: Navigate to Account Settings

  • Once logged in, click on your profile picture or initials located in the top right corner of your dashboard.
  • Select "Settings" from the dropdown menu.

Step 3: Access Users & Teams

  • In the left sidebar menu under "Account Defaults," click on “Users & Teams.”

Step 4: Select or Add a User

  • If you're adding permissions to an existing user, locate and click on their name from the list.
  • If you're adding a new user, click on the "Add User" button in the top right.

Step 5: Set up Basic Information (For New Users)

  • If adding a new user, enter their email address and assign them to a team (if applicable).
  • Click "Next."

Step 6: Assign Roles

  • You'll see a list of predefined roles (like Marketing, Sales, and Service). Each role will have a brief description and a list of associated permissions.
  • Check the box next to the roles you want to assign to the user.

Step 7: Customize Permissions (Optional)

  • If the predefined roles don't perfectly fit your needs, you can customize the permissions for the user.
  • To do this, click on "Advanced Options" or "Customize" (the phrasing might vary depending on the HubSpot version).
  • Adjust permissions by checking or unchecking specific abilities within each section.

Step 8: Send Email Invitation (For New Users)

  • For new users, after setting up the permissions, click "Send."
  • This sends an invitation email to the new user, allowing them to set up their HubSpot account and password.

Step 9: Save Changes (For Existing Users)

  • If you're adjusting permissions for an existing user, after making your desired changes, click "Save" at the bottom of the page to apply them.

Step 10: Review Changes

  • After setting permissions, it's a good practice to revisit the user's profile in “Users & Teams” to ensure that all roles and permissions are correctly assigned.

Step 11: Provide Guidance to Team Members

  • Once permissions are set, communicate any changes or new account access to your team members. Ensure they understand their permissions and how to appropriately utilize their roles within HubSpot.

Step 12: Audit Regularly

  • Periodically review the permissions and roles assigned to each user to ensure they align with any changes in job responsibilities or team structure. Adjust as needed to maintain security and functionality.