How to Set Up User Permissions in HubSpot for Your Team

Overview of Permissions

In HubSpot, permissions can be tailored to meet the specific needs of your organization. The default setting allows all users to see all records, but this can be adjusted based on user roles.

Configuring User Permissions

1. Sales Representatives:

   • Sales reps can be configured to view and edit only the records they own. This means they will only see and be able to edit records where they are the assigned owner.

2. Internal Team/Management:

   • Internal team members or management can be granted permissions to view and edit all records. This allows them full access to manage contacts and company records.

3. Re-assigning Records:

   • Users with edit permissions can change the "Contact Owner" field. However, if you want to restrict this capability, you can remove the record owner property from view for certain users.

Additional Configuration Options

• Export Permissions:

  • Permissions for exporting data can be restricted to specific users, ensuring that only authorized personnel can extract data from the system.

• Field-Level Edit Restrictions:

  • While HubSpot does not allow strict field-level edit restrictions at the Professional license level, you can manage permissions through ownership rules and training. Users can be guided on which fields they are expected to update.

Recommended Setup

A common approach is to allow all users to view records while limiting edit permissions to only those records that users own. This setup helps maintain data integrity while providing necessary access.

Conclusion

Setting up permissions in HubSpot is flexible and can be tailored to replicate existing structures from other systems. By defining user roles and permissions clearly, you can ensure that your team has the access they need while maintaining control over sensitive data.