Hubspot Tips - How to Invite and Manage Users in HubSpot

If you've recently been assigned the role of HubSpot admin and need to invite your team members to the platform, this guide is for you. We’ll walk you through the process step-by-step, ensuring that your team is set up correctly and can begin working in HubSpot efficiently.

Getting Started with User Management in HubSpot

The first thing you need to do as a HubSpot admin is to invite your team members to the portal. This is straightforward and involves just a few steps. Start by clicking the settings gear icon at the top of your HubSpot dashboard. This will take you to the settings page where you can manage users and teams.

Understanding Seats in HubSpot

Once in the settings, navigate to the "Users and Teams" section. Here, you'll see all the current users in your portal.

You’ll also notice tabs for seats, teams, permission sets, and presets. Each of these serves a specific purpose:

• Partner Seat: Assign this to external companies, such as consultants or agencies, that assist with your HubSpot activities. These seats are free and can be assigned as needed.
• View Only Seat: Ideal for executives or C-suite members who need to view reports and dashboards without making any changes.
• Core Seat: For team members who need to make changes within HubSpot, like your marketing team, but don’t require sales or service functionalities.
• Sales Seat: Assign this to team members in sales roles. It enables features like enrolling contacts in sequences and making calls through HubSpot.
• Service Seat: Designed for customer service teams that manage tickets and client interactions.

Each seat type provides different access levels, so choose the appropriate seat based on the user’s role within the company.

Setting Up Teams in HubSpot

Teams in HubSpot allow you to segment users into groups and assign permissions accordingly. For instance, you might have separate teams for sales, marketing, and customer service. You can also use teams to trigger specific workflows and automations based on team membership, ensuring that the right people are notified or involved in various processes.

Managing Permission Sets

Permission sets are critical for maintaining control over who can do what in HubSpot. To avoid issues like conflicting workflows or unauthorized changes to reports, start by being restrictive with permissions. Gradually loosen these permissions as necessary. This approach ensures that only the right people have access to sensitive or critical areas of the platform.

Using Presets for Efficiency

Presets simplify the process of onboarding new users. With presets, you can:

• Set a default homepage (e.g., "Deals" for sales).
• Assign a default dashboard based on the user’s role (e.g., lead generation for marketing).
• Choose a default language and date/number format for your team.
• Create and assign email signatures that include your company’s branding.
• Set up notification profiles to manage what alerts users receive.

These presets ensure consistency across your organization and save time when adding new users.

Inviting Users to HubSpot

Once your settings are configured, you can start inviting users. Go back to the "Users and Teams" section, click the orange "Create User" button, and enter the email address of the person you want to invite. If you have multiple users to add, you can upload a CSV file with their email addresses.

When inviting users, you’ll also need to assign them the appropriate seat and permission set. HubSpot offers templates for common roles, making it easier to assign the correct permissions. You can also customize permissions if necessary.

Conclusion

In this guide, we’ve covered the essentials of inviting and managing users in HubSpot. By understanding the different seat types, setting up teams, managing permissions, and using presets, you can ensure that your team is set up for success in HubSpot.

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