Getting user permissions right from the start saves you a LOT of headaches later!
Too much access creates security risks; too little access slows down your team. Here's how to set up HubSpot user permissions that actually make sense for your business.
Who Can Change User Permissions
Only Super Admins and users with "Add and edit users" permissions can modify someone else's access.
You can also view a user's permissions history to track changes over time—helpful when you need to audit who had access to what and when.
Important: Users need to log out and back in before permission changes take effect. Plan accordingly if you're making changes during business hours.
Before You Start
Make sure you've completed these basics:
✅ Set up your HubSpot account
✅ Created HubSpot users
✅ Purchase paid seats if users need access to premium features
How to Edit User Permissions
For individual users:
- In your HubSpot account, click the settings icon ⚙️ in the top navigation
- In the left sidebar, navigate to Users & Teams
- Using the search bar, look for your user. Once opened, click the Access tab
- Under Permissions, click Edit permissions
- On the Editing access screen, expand Choose how to set access and choose Manually assign permissions
- Go to the
- Toggle permissions on and off as needed
- Once done, click Save at the top
Pro tip: Review HubSpot's user permissions guide to understand exactly what each permission grants access to. Don't guess—know what you're giving people access to.
Edit Multiple Users at Once
Need to update several people with the same permissions? Here's the faster way:
- Click the settings icon in the top navigation
- Navigate to Users & Teams
- Select the checkboxes next to users you want to edit
- At the top of the table, click Edit permissions
- Make your changes
- Once done, click Save at the top
Note: Users must have the same seat type to edit them simultaneously. e.g: You can't edit super admins and regular users at the same time.
Permission Sets (Enterprise Only)
Permission sets let you create templates for common role types. Instead of setting up permissions individually for every new marketing coordinator or sales rep, create a permission set once and assign it to multiple users.
This approach:
- Saves time during onboarding
- Ensures consistency across similar roles
- Makes it easier to update permissions for entire groups
Learn more about creating and editing permission sets in HubSpot's documentation.
Compare Permissions (Professional and Enterprise)
Want to see how access differs across your team? The compare feature shows permission differences side-by-side.
Important: You can't compare permissions for more than 2 users
- Click the settings icon in the top navigation
- Navigate to Users & Teams
- Go to the Users tab or Permission Sets tab (Enterprise only)
- Select checkboxes next to users or permission sets you want to compare
- Click Compare access
- Review permission differences on the comparison page
- Use the All sections dropdown to filter which permissions you see
- Toggle off Hide similarities to see all permissions
To make changes: Hover over permissions for a specific user or permission set, then click Change permissions or Manage this custom permission set.
Best Practices for Permission Management
- Start restrictive: It's easier to add permissions than to take them away
- Review quarterly: Permissions should change as roles evolve
- Document your logic: Keep notes on why certain roles have specific permissions
- Test with new users: Have someone with the permissions actually try to do their job
Getting user permissions right isn't just about security—it's about helping your team work efficiently without roadblocks. Take the time to set this up properly, and you'll avoid the "I can't access what I need" tickets that slow everyone down.