HubSpot permissions control who can see and edit which records. By default every user can see every record, but you can tailor that by role: a common setup lets everyone view all records while each rep can only edit the records they own. You can also restrict who can export data and who can reassign record owners.

Overview of permissions

In HubSpot, permissions can be tailored to meet the specific needs of your organisation. The default setting allows all users to see all records, but this can be adjusted based on user roles.

Configuring user permissions

  1. Sales representatives: sales reps can be configured to view and edit only the records they own. This means they will only see and be able to edit records where they are the assigned owner.
  2. Internal team and management: internal team members or management can be granted permissions to view and edit all records. This allows them full access to manage contact and company records.
  3. Reassigning records: users with edit permissions can change the “Contact owner” field. If you want to restrict this, you can remove the record owner property from view for certain users.

Additional configuration options

  • Export permissions: permissions for exporting data can be restricted to specific users, so only authorised people can extract data from the system.
  • Field-level edit restrictions: HubSpot does not allow strict field-level edit restrictions at the Professional licence level, but you can manage this through ownership rules and training. Users can be guided on which fields they are expected to update.

A common approach is to allow all users to view records while limiting edit permissions to the records each user owns. This setup helps maintain data integrity while giving people the access they need.

Conclusion

Setting up permissions in HubSpot is flexible and can be tailored to replicate the structures you had in other systems. By defining user roles and permissions clearly, you can make sure your team has the access it needs while you keep control over sensitive data.