--- title: Managing Teams, Access, and Permissions in HubSpot description: Learn how to manage teams, access, and permissions in HubSpot to secure and organize your portal efficiently. image: https://hs-simple.com/hubfs/13.png --- [![HS Simple Logo](https://hs-simple.com/hs-fs/hubfs/Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo.png?width=35&height=35&name=Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo.png "HS Simple Logo")](https://hs-simple.com/?hsLang=en) En Search toggle - [Home](https://hs-simple.com) - Services Services - [Find your HubSpot Specialist](https://hs-simple.com/hubspot-specialist) - [Train your Team](https://hs-simple.com/training) - [Blog](https://hs-simple.com/en/blog) - Gifts 🎁 Gifts 🎁 - [🧰 The Workflow Box](https://ressources.hs-simple.com/workflowbox) - [🔧 The HubSpot Ultimate Setup Guide](https://ressources.hs-simple.com/hubspot-setup-guide) - [🗂️ The Perfect HubSpot Property Management Guide](https://ressources.hs-simple.com/hubspot-property-guide) - [♾️ The HubSpot Loop Marketing Ultimate Guide](https://ressources.hs-simple.com/loop-marketing-ultimate-guide) [Follow us on Twitter](https://www.youtube.com/channel/UCeIZHVLeERgZTdXDsHjx17g) [![HS Simple Logo](https://hs-simple.com/hs-fs/hubfs/Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo.png?width=35&height=35&name=Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo.png "HS Simple Logo")](https://hs-simple.com/?hsLang=en) - [Home](https://hs-simple.com) - Services Services - [Find your HubSpot Specialist](https://hs-simple.com/hubspot-specialist) - [Train your Team](https://hs-simple.com/training) - [Blog](https://hs-simple.com/en/blog) - Gifts 🎁 Gifts 🎁 - [🧰 The Workflow Box](https://ressources.hs-simple.com/workflowbox) - [🔧 The HubSpot Ultimate Setup Guide](https://ressources.hs-simple.com/hubspot-setup-guide) - [🗂️ The Perfect HubSpot Property Management Guide](https://ressources.hs-simple.com/hubspot-property-guide) - [♾️ The HubSpot Loop Marketing Ultimate Guide](https://ressources.hs-simple.com/loop-marketing-ultimate-guide) En Search toggle [![HS Simple Logo](https://hs-simple.com/hs-fs/hubfs/Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo.png?width=35&height=35&name=Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo.png "HS Simple Logo")](https://hs-simple.com/?hsLang=en) - [Home](https://hs-simple.com) - Services Services - [Find your HubSpot Specialist](https://hs-simple.com/hubspot-specialist) - [Train your Team](https://hs-simple.com/training) - [Blog](https://hs-simple.com/en/blog) - Gifts 🎁 Gifts 🎁 - [🧰 The Workflow Box](https://ressources.hs-simple.com/workflowbox) - [🔧 The HubSpot Ultimate Setup Guide](https://ressources.hs-simple.com/hubspot-setup-guide) - [🗂️ The Perfect HubSpot Property Management Guide](https://ressources.hs-simple.com/hubspot-property-guide) - [♾️ The HubSpot Loop Marketing Ultimate Guide](https://ressources.hs-simple.com/loop-marketing-ultimate-guide) [Follow us on Twitter](https://www.youtube.com/channel/UCeIZHVLeERgZTdXDsHjx17g) - [English](https://hs-simple.com/en/blog/setup-guide/managing-permissions-hubspot) - [Français](https://hs-simple.com/fr/blog/setup-guide/managing-permissions-hubspot) En Search toggle Choose your language. What are you looking for? Search # Managing Teams, Access, and Permissions in HubSpot 25 Nov 2024 ![Picture of Grégoire Bolnot](https://hs-simple.com/hs-fs/hubfs/IMG_3539%20copie.jpg?width=40&name=IMG_3539%20copie.jpg) [Grégoire Bolnot](https://hs-simple.com/en/blog/author/grégoire-bolnot) ![](https://hs-simple.com/hubfs/13.png) After setting up your HubSpot portal with the right objects, properties, and customized views, there’s one final step before inviting your team: managing team structure, access levels, and permissions. This blog post, part of [my HubSpot setup guide](https://hs-simple.com/en/blog/hubspot-setup?hsLang=en), covers how to define teams, assign seats, and configure permissions to ensure that each user has the necessary access—and nothing more.   ## Why Manage Teams, Access, and Permissions? Organizing your users into teams and limiting access is essential for maintaining the security, clarity, and productivity of your HubSpot portal. Without structured permissions, there’s a risk of users making unintended changes or accessing data outside their responsibilities, which can quickly lead to an unorganized CRM. In HubSpot, the settings available for managing users and permissions vary depending on your subscription level, with more advanced options unlocked at higher tiers. ## Overview of Key Tabs in User and Team Settings HubSpot divides its user and team management settings into several tabs, which may differ based on your subscription level: 1. **Users**: Manage all users, set permissions, and assign teams. 2. **Seats**: Assign premium features like sales or service seats to specific users. 3. **Teams**: Group users into teams for streamlined communication and access control. 4. **Presets**: Available for Pro users, allowing default settings for specific user roles. 5. **Permission Sets**: Available only for Enterprise users, enabling customized permission templates. Let’s break down each of these tabs in detail. ## Users Tab The **Users** tab displays a list of all users on your portal, including internal team members and external agency partners. For each user, you can: - **Edit Permissions**: Define what each user can see and do in the portal. Permissions are essential to controlling access to sensitive information and are explained further in a dedicated video within this guide. - **Assign Teams and Presets**: Group users based on their responsibilities and customize their default settings. ## Seats Tab The **Seats** tab manages the allocation of paid seats, which unlock premium features in HubSpot. Unlike other CRMs, HubSpot does not require every user to have a paid license; instead, these licenses only provide access to specific advanced features that may only be needed by select team members. There are two main types: 1. **Sales Seats**: Unlock features such as call tracking, pre-written email libraries, and advanced scheduling. 2. **Service Seats**: Enable customer service features, including call logging, ticketing, and customer service reporting. Be cautious about assigning these seats, as they come with monthly costs. Before assigning a seat, check the HubSpot pricing page to ensure the user truly requires the premium features. ## Teams Tab The **Teams** tab lets you organize users into groups, making it easier to manage notifications, database access, and assignment workflows. Creating teams also simplifies report visibility and lead assignment. - **Organize by Department and Market**: - Create team groups based on departments (e.g., Marketing, Sales, Customer Service). - Further segment teams by regions or markets, such as North America, Europe, B2B Sales, and B2C Sales. - **Enable Role-Based Data Access**: - Restrict data visibility to ensure that users only access relevant records. For example, assign CRM access based on team, so sales reps only see leads assigned to their team or themselves. **Creating a Team**: 1. Click **Create Team**, name it (e.g., “Marketing” or “North America Sales”), and assign members. 2. For larger structures, create child teams under parent teams. For example, create **B2B Sales** and **B2C Sales** teams under the **Sales** parent team. ## Presets Tab (Pro and Higher Subscriptions) For Pro and higher subscriptions, HubSpot offers **Presets**, which let you define default settings for certain roles. For example, you could set a default dashboard, language, and email signature for Ads Managers. However, it’s often best to let users customize their own settings to optimize productivity. This tab is optional and can be skipped if users prefer setting their own defaults. ## Permission Sets Tab (Enterprise Only) The **Permission Sets** tab, available only to Enterprise subscribers, allows you to create predefined permission templates for different roles. This feature saves time by enabling you to create templates for roles like Sales Rep, Marketing Manager, or Customer Service Lead, and then easily apply them to new users. **Creating a Permission Set**: 1. Click **Create Permission Set**, name it according to the role (e.g., “Sales Rep”). 2. Go through each section, such as **CRM Objects**, and adjust access levels for each feature. For example, limit Sales Reps to view only their own contacts, while Sales Managers can view all team contacts. 3. Once the permission set is created, assign it to users by selecting **Actions** > **Assign Permission Set**. This ensures each user has the correct access based on their role. ## Best Practices for Managing Permissions To ensure a secure and organized HubSpot portal, follow these best practices: - **Grant Minimum Necessary Access**: Only allow users access to the features and data they need to perform their role. - **Limit Deletion Permissions**: Restrict delete permissions to avoid accidental data loss and maintain CRM history. - **Adjust Access by Role and Responsibility**: For example, sales reps likely don’t need access to marketing tools or campaigns, so remove these options to keep their workspace focused. ## Conclusion Properly managing teams, access, and permissions in HubSpot helps keep your portal secure, organized, and efficient. By setting up teams, assigning seats thoughtfully, and configuring permissions based on role, you create a structured environment where each user has access to the tools they need—and nothing they don’t. Stay tuned for more in our HubSpot setup guide, where we’ll cover additional ways to optimize your portal and streamline team collaboration. ### Share: [Share on Facebook](http://www.facebook.com/share.php?u=https://hs-simple.com/en/blog/setup-guide/managing-permissions-hubspot&utm_medium=social&utm_source=facebook) [Share on LinkedIn](http://www.linkedin.com/shareArticle?mini=true&url=https://hs-simple.com/en/blog/setup-guide/managing-permissions-hubspot&utm_medium=social&utm_source=linkedin) [Share on Twitter](https://twitter.com/intent/tweet?original_referer=https://hs-simple.com/en/blog/setup-guide/managing-permissions-hubspot&utm_medium=social&utm_source=twitter&url=https://hs-simple.com/en/blog/setup-guide/managing-permissions-hubspot&utm_medium=social&utm_source=twitter&source=tweetbutton&text=Managing%20Teams,%20Access,%20and%20Permissions%20in%20HubSpot) [HubSpot Setup](https://hs-simple.com/en/blog/tag/hubspot-setup) ## Grégoire Bolnot ## Comments ## Related posts Search [Organizing Contacts, Companies, and Deals Views in HubSpot](https://hs-simple.com/en/blog/setup-guide/hubspot-object-views?hsLang=en) [How to Invite & Set Up Users’ Profiles in HubSpot](https://hs-simple.com/en/blog/setup-guide/invite-users-hubspot?hsLang=en) Search ![Noir et Blanc Encadré Future DJ Logo-1](https://hs-simple.com/hs-fs/hubfs/Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo-1.png?width=100&name=Noir%20et%20Blanc%20Encadr%C3%A9%20Future%20DJ%20Logo-1.png "Noir et Blanc Encadré Future DJ Logo-1") - [Home](https://hs-simple.com) - [Find your HubSpot Specialist](https://hs-simple.com/hubspot-specialist) - [Train your Team](https://hs-simple.com/training) - [Blog](https://hs-simple.com/en/blog) - [Legals](https://hs-simple.com/legals) [Follow me on Youtube](https://www.youtube.com/channel/UCeIZHVLeERgZTdXDsHjx17g) [Follow us on Facebook](mailto:gregoire@hs-simple.com) [Follow us on Facebook](https://meetings-eu1.hubspot.com/gbolnot/meeting-en) [Follow us on Facebook](https://ressources.hs-simple.com/workflowbox?hsLang=en) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Grégoire Bolnot", "url" : "https://hs-simple.com/en/blog/author/grégoire-bolnot" }, "dateModified" : "2024-11-25T09:00:00.648Z", "datePublished" : "2024-11-25T09:00:00.000Z", "headline" : "Managing Teams, Access, and Permissions in HubSpot", "image" : [ "https://hs-simple.com/hubfs/13.png" ], "mainEntityOfPage" : { "@id" : "https://hs-simple.com/en/blog/setup-guide/managing-permissions-hubspot", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://hs-simple.com/hubfs/Noir_et_Blanc_Encadr%C3%A9_Future_DJ_Logo__1_-removebg-preview.png" }, "name" : "HS Simple" } } ```