While HubSpot is a powerful and highly customizable CRM, to fully unlock its potential, businesses need to set up their user management structure properly. Misconfigurations can lead to inefficiencies, security risks, and operational bottlenecks. In this guide, we’ll break down HubSpot Users, Seats, Teams, Permission Sets, and Presets —what they are, how they interact, and why setting them up correctly is crucial for the long-term success of your CRM.
A user in HubSpot is anyone with access to a HubSpot portal. This can include employees, contractors, or external partners who need access to specific data or tools in a HubSpot instance. Managing users effectively ensures that the right people have access to the right features while maintaining data security and operational efficiency.
When managing users in HubSpot, administrators must regularly add, modify, or remove user accounts to align with organizational changes. Adding new team members involves granting them the appropriate access based on their role. Assigning permissions ensures users can only access the necessary information. Removing inactive or departing users helps maintain a secure and clutter-free system.
To maintain security and efficiency, organizations should use business email addresses when adding new users, as personal emails can create security vulnerabilities. Regularly auditing user accounts prevents inactive accounts from lingering in the system, reducing potential security risks.
HubSpot operates on a seat-based pricing model, meaning certain users require a paid seat to access advanced tools and features. Understanding seat allocation is crucial for cost management and ensuring users have the right level of access.
To avoid unnecessary expenses, businesses should assign Core and other paid seats only to users who need premium features. Regularly reviewing seat allocations ensures that only active users occupy paid seats. Additionally, exploring alternative access options, such as using free view-only seats, can help control costs while maintaining operational efficiency.
Teams in HubSpot allow organizations to group users based on categories such as departments, geographic locations, or hierarchy. Although teams do not directly control permissions, they enhance visibility, streamline collaboration, and improve reporting by segmenting users effectively.
Departmental Teams (Marketing, Sales, Customer Support)
Geographic Teams (North America, Europe, Asia-Pacific)
Role-Based Teams (Executives, Managers, Reps)
By segmenting users into teams, organizations can simplify reporting by filtering data based on team structures. This enhances collaboration as relevant users are grouped, making it easier to assign tasks and track performance. Teams also improve dashboard segmentation, allowing managers to gain insights into specific team performance metrics without filtering through unnecessary data. Object views can also be set up for specific teams so that users only see properties that are important to them. For example, when a sales rep is viewing a Company record, you want to surface the properties important to their process so that they can work more efficiently.
When setting up teams, businesses should align them with internal workflows and organizational structures. Hierarchical teams can be used for companies whose structure requires sub-teams, ensuring teams match the organizational structure accurately. It is also important to regularly update teams to reflect changes in company structure to help maintain accurate reporting and collaboration dynamics.
Permission Sets in HubSpot define what users can access and modify within the system. They ensure that sensitive data remains secure while allowing users the tools they need to perform their roles efficiently. Properly configured permissions prevent unauthorized access and reduce the risk of accidental data modifications.
Organizations should start with predefined roles and adjust them as needed (e.g. Admin, Sales Rep, Marketing Manager). Custom permission sets provide granular control, ensuring users only access what they need. Regular audits of user permissions help keep the system secure, and implementing a least privilege approach minimizes security risks by restricting unnecessary access.
Presets in HubSpot simplify the process of assigning permissions and settings to multiple users. By creating standardized access levels, businesses can onboard new employees efficiently while ensuring consistent security policies.
Presets allow businesses to standardize user permissions and settings across multiple users, reducing manual effort and ensuring consistency.
Using presets automates permission assignments, ensures compliance with company policies, and minimizes human error. Standardized setups also make it easier to onboard new team members and ensure security policies are enforced across all users.
To maximize efficiency, businesses should create presets for common roles such as sales representatives, marketing managers, and support agents. Regularly reviewing and updating presets helps maintain relevance as business needs evolve. Combining presets with teams enhances workflow automation and improves system organization.
A well-structured HubSpot setup will strategically align how they are using users, seats, teams, permissions, and presets to enhance operational efficiency. Here’s how they work together:
When set up correctly, these elements provide long-term operational efficiency and scalability:
Setting up Users, Seats, Teams, Permission Sets, and Presets correctly in HubSpot is not just a one-time task—it’s an ongoing strategy for CRM success. By planning upfront, assigning the right roles, and periodically auditing your setup, you’ll ensure that your HubSpot instance remains secure, efficient, and cost-effective as your business scales.
Need help optimizing your HubSpot setup? Schedule a meeting with the Pros!
