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[Tutorial] How To Add Users To HubSpot

After setting up your HubSpot account defaults, notifications, and general settings, the next thing you will want to start doing is bringing users into your HubSpot portal.

Some of your users will have different roles based on the type of business and team. For example, marketing will not need access to sales tools, service will not need access to marketing, and sales will not need access to either of the other two hubs.

In this tutorial, we will show how you can bring users into your HubSpot portal and give them permission or access to the tools or areas of HubSpot they need.

There are two versions for this tutorial, one for persons with a free account and the other for persons using the paid version of HubSpot.

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Watch The Tutorial

 

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Free or Starter Portals

Step 1 

Go to Settings.  

 

 

Step 2

To the left, click ‘Users and Teams’.

 

 

Step 3

To the right of this screen, you will see ‘Create User’ click this. On this screen, you can add one or a bulk of users by using their email addresses.

Hit Next.

NB. You can add multiple users by entering their email addresses using a comma or space bar as a separator. Or you may add multiple users by importing a CSV file, especially if it is a large organisation. 

Then hit Next.

 

 

HubSpot will take you to the ‘Permissions’ screen at this stage and ask, 'what type of permissions would you want to give users?

 

 

Would you want to give them access to everything in the CRM, Team only, Owned only or none?

 

 

You will be presented with the following HubSpot Objects; CRM, Marketing. Sales, Service, Reports, and Accounts.

 

 

Pro Tip: Take the time to understand each user or user group and go through the HubSpot permissions in detail. Once given users access to the right tools, user adoption rates will be high as they have tools to help them make the most of their workday, job roles, etc.

Once completed, hit 'Next', review the permissions, and then hit 'Send'

From there, the new user will receive an invite to join the HubSpot Portal.

 

Paid Pro or Enterprise Portals

For customers using the Pro and Enterprise versions of HubSpot, there is one step different from what we just covered.

Instead of just coming to your permission section, HubSpot has three options for you to choose from.

These options are

  • Default Permission Set: (HubSpot created several job-based permissions sets for you. Assign one as-is or customise for your needs).
  • Saved Permission Set: (Quickly assign your user(s) one of your Permission Set or Super admin access).
  • Start from scratch (customise permission specifically for this user).

NB: We covered 'Start from Scratch' in the earlier section of this tutorial.

 

 

Saved permissions mean that administrators can now save specific permissions for different types of users that would have to bring in, in the future. 

This is extremely helpful if custom permissions are outside the default permission required for each user.


 

Note: Saved permissions come with a Sales or Service Pro access

You can create permission sets in two ways; 

1 - Go to the 'Permission Sets’ tab

 

Click 'Create User' on the right.

When the slide-out window shows, give your Permission Set and name.  Then follow the same steps outlined in this tutorial's 'Free or Starter' section. 

Once completed, click 'Save'.

 

The third option that can be used when adding user permissions is copying the permissions from an existing user and applying them to the new user.

To do this, hover over the existing user and click 'Actions'. Here you will see a list of actions. Choose 'Copy Permissions to New Users', insert the new user(s) email address and follow the steps outlined in the first section of this tutorial.

 

 

You can also use this step to set users to predefined permissions sets like we shared earlier by choosing the 'Assign Permission Set' option and following the steps outlined earlier.

The last way you can create users in HubSpot is by using HubSpot’s 'Default Permission Set' option. This is self-explanatory and possibly the quickest way to you persons in the portal. 

Note you can always come back and adjust the individual permissions where necessary.

 

 

When you choose this option, HubSpot will bring you to the 'default Permission Set' screen, where you can select from a list of templates.

 

 

Each template has permission sets, which can be seen by the green dots.

 

 

Once you find the template you want, click 'Next'

This will bring you to a preset screen where most options are already selected. However, administrators can still make adjustments where needed.

 

 

Once this is complete, HubSpot will take you to the invite’s screen, where you can review the permissions, and then it will send email/s to that respective email address/es inviting them to join HubSpot.

 

 

Hit 'Done' to complete the process.

 

 

 

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