How to give someone access to HubSpot

Need to add a team member, freelancer, or agency to your HubSpot account? HubSpot lets you quickly invite users and control exactly what they can access. Follow these steps to give someone access securely and correctly.

1. Log in to Your HubSpot Account

Go to hubspot.com and log in.
Make sure you’re logged in as a Super Admin or have permission to manage users.

2. Go to Settings

In the top navigation bar, click the Settings (gear icon) in the upper-right corner.
This will open your account settings panel.

3. Navigate to Users & Teams

In the left-hand sidebar, scroll down to Users & Teams.
Click on it to view the list of current users.

4. Click “Create User”

In the top-right corner, click Add users then Create new.
Enter the person’s email address.
If adding multiple users, separate email addresses with commas.
Click Next.

5. Assign Permissions

You’ll now choose what access they should have:

Select a permission set (if pre-configured).
Or manually customise permissions by toggling access for:
- Marketing tools
- Sales tools
- Service tools
- Reports
- Account settings

Tip: Only grant the access they need to maintain security.

6. Review and Send Invitation

Review the selected permissions carefully.
Click Done.
The user will receive an email prompting them to create or log in to their HubSpot account.

7. Confirm User Activation

Once the user accepts the invitation, they will appear as an active user in Users & Teams.
You can edit their permissions at any time by clicking their name.

What is HubSpot

HubSpot is an all-in-one CRM platform designed to help businesses manage marketing, sales, customer service, and operations in one place. It includes tools for email marketing, automation, lead tracking, deal management, reporting, and customer support. Because HubSpot is cloud-based, teams can collaborate in real time from anywhere. Businesses often grant access to internal team members, external agencies, freelancers, or consultants who need to work on campaigns, manage contacts, or analyse performance. HubSpot allows account administrators to control exactly what each user can see and do through detailed permission settings. This ensures sensitive data stays protected while still enabling collaboration. By assigning the correct user roles and permissions, businesses can maintain security, streamline workflows, and ensure everyone has access to the tools they need.

Benefits of using HubSpot to manage user access

HubSpot’s user management system makes it easy to collaborate securely, control data access, and scale your team without compromising account security.

1. Granular permission control

HubSpot allows you to customise permissions for marketing, sales, service, reports, and account settings. This means users only access what’s relevant to their role. For example, a content marketer doesn’t need access to billing settings. This reduces risk and keeps sensitive information protected.

2. Easy collaboration with teams and agencies

You can quickly invite internal staff or external partners and adjust their access at any time. This flexibility makes it simple to onboard new hires, work with agencies, or remove access when projects end, all without disrupting your account structure.

3. Improved security and accountability

Each user has their own login, which improves transparency and tracking. HubSpot records activity by user, making it easier to monitor changes and maintain accountability. This is especially important for larger teams managing contacts, campaigns, and customer data.