How to Add External Users, Set Permissions, and Seats

• Adding Users:

  1. Navigate to Settings → Users & Teams to add a new user by entering their email.

  2. Permissions can be assigned using permission sets, pre-built templates, or by customizing from scratch.

• Permission Sets (Enterprise only):

  1. Define groups of permissions for marketing, sales, or service tools.

  2. Useful for assigning consistent access across multiple users (e.g., finance only sees reports, sales team gets sales tools).

  3. Not available for Pro-level accounts.

• Permission Options:

  1. Users can be given view, edit, or delete rights across CRM objects (contacts, companies, deals, tickets, etc.).

  2. Permissions extend to marketing tools (forms, emails, social, etc.), sales tools, service tools, automation, and CRM actions like imports/exports.

  3. Leadership roles may often be granted full access.

• Templates vs. Custom:

  1. HubSpot provides templates like View Only, Content Marketer, Marketing Manager.

  2. Templates can be a starting point, but customization is usually recommended.

• Seats (access layer in addition to permissions):

  1. Core seats → Access to most marketing and CRM tools (cannot use Sales Hub Pro features).

  2. Sales seats → Access to Sales Hub Pro features (sequences, playbooks, sales workspace).

  3. Service seats → Access to Service Hub tools.

  4. Each HubSpot account comes with a limited number of seats, and clients can purchase more if needed.

  5. Seats should be assigned only to users who will actively need them.

• Process:

  1. Add user → Assign permissions.

  2. Assign appropriate seat (core, sales, service).

  3. User receives an email invitation to log in.

✅ Key takeaway: Giving someone access in HubSpot requires two steps—assigning the right permissions and assigning the correct seat. Permissions determine what they can do, while seats determine which tools they can use.