Take Control of Your HubSpot Users Management Now

As your business grows, so does the number of users in your Hubspot portal. If you have a lot of users coming in and out of your portal but have no defined user structure, this is the perfect time to fix it.

First, eliminate the obvious risk

Sometimes, your portal can get very busy where several teams working on several campaigns and things can get frenetic. Don’t let your progress put your portal at risk so let’s eliminate the obvious first:

1. Remove people who shouldn’t have access into your portal. These can be users who worked on past projects or simply team members who were added with no specific objectives in mind.
   

2. Ensure to require a Two-Factor Authentication. When you enable this, all users in your account will be notified via email that they will need to setup Two-Factor Authentication in their next login.

Define your HubSpot user hierarchy

Having a clear user hierarchy will give some autonomy in each team in terms of user management. I will explain this in more detail further down. For now you need to map out your user hierarchy:

1. Define who are going to be the super admins. This has to be as few as possible. Remember, these users will have access to everything in your portal - via the graphic interface or even programmatically.
   
2. Identify the Teams in your organisation and third-party providers that need access to your Hubspot account. You will need to create a Hubspot User Team to represent each team.
   
   
   
   
3. Identify the permissions each team needs, and assign the designated person that will act as the owner of the team - meaning this person will be responsible for adding/removing users and their permissions in the Hubspot User Team. Then assign all the team’s required permissions to the assigned “Team Owner”.

Give your HubSpot “Team Owners” permission to manager users

Now that you have defined your teams, its Users and Permissions, give your team “owners” control over their own users in their own teams.

Enable the “Account Access” permission for users assigned as team owners. 
Note: it’s not necessary to give all permission under this group.

Add and edit users - This will allow the users to create users in the same team and delegate (or not delegate) permissions the primary user has.

Add and edit teams - If you need to give your primary user control over team structure. Enable this permission.

Partition by teams - This will give the users ability to give access to assets to teams and users the user currently belongs to.

This setup will give your team owners a certain degree of control in terms of who’s coming in and out of the portal and what permission to give. Note that team owners will only be able to assign / remove permissions they have.

Important notes

1. A HubSpot User can only have one Primary Team but can have multiple Additional Teams. Additional Team members can have access to the Records and Assets of its Additional Teams.
   
   
2. If a HubSpot User is added as Additional Member, the user will not be included in team reports, routing rules or workflow rotating actions, form submission notifications and any custom records views. The user must be directly added to any of the above mentioned.

Pro tips for large teams!

Create Permissions Set

If you have many roles in your team and users come and go, Permissions Set will save you time  in managing your users. Identify all the roles in your team you’d like to create a Permissions Set for and the permissions you need for these roles.

Default visibility of contents

If you have large teams constantly working in HubSpot and creating different types contents that do not need to be visible to everyone, enable the “Restrict new content to creators and their teams” setting

Sub teams

You can also create sub teams if your organisation has a relatively more complex structure. If you need sub teams to have some autonomy in managing their own users, your team owners will have the permission to do so.

In Summary

1. Only give Super Admin access to key roles. Remember this permission not only has access to all data via the graphic interface but also programmatically.
2. Define your teams and assign persons that will act as owner of the teams. Let your Team “Owners” have autonomy in managing their team users.
3. Identify the roles of the people working in your portal and create Permission Sets for these roles for efficiency.
4. Enable the “Restrict new content to creators and their teams” setting to enable partitioning of CRM records and HubSpot Assets.