HubSpot offers a robust CRM and marketing automation platform designed to streamline workflows and enhance business operations. A key feature of HubSpot is the ability to manage user access levels through a system of paid and free seats. If you are a super admin, you have the power to assign these seats and control permissions across your team.
Understanding Seat Types in HubSpot HubSpot differentiates between several seat types to offer flexibility based on user roles:
Core Seat: Grants access to all features of any owned HubSpot Hubs like Marketing Hub, Sales Hub Starter, CMS Hub, and more. These are paid seats that provide full access based on your subscription tier.
View-Only Seat: These are free seats that provide limited visibility into HubSpot without the ability to create, edit, or delete any data. Ideal for administrative or reporting roles.
Sales or Service Seat: Available in Sales Hub or Service Hub Professional and Enterprise plans, these seats offer full access to tools designed for one-to-one customer communication.
Partner Seat: Designed for HubSpot Solutions Partners or providers, these free seats include full feature access with specialized admin capabilities.
How to Add New Users and Assign Seats
- Navigate to Settings > Users & Teams.
- Click on "Create user."
- Add email addresses directly, upload a CSV, or import from Salesforce.
- Click Next and proceed to seat assignment. Choose from the available seat types depending on the user role.
- Customize permissions by choosing a template or starting from scratch.
- Click Review access and then Next.
- Choose whether to send an invite email or skip it if the user already has a HubSpot account.
- Finalize by clicking Create User.
Once a user accepts their invite and sets up a password, they can receive notifications and set their preferences.
Managing Existing Users
- Go to Settings > Users & Teams.
- Select the user whose permissions you want to update.
- Use the dropdowns to change their team, preset, or seat assignment.
- Make changes using the Actions dropdown, including deactivating or removing the user.
- Click Save.
If you want to reassign a user to a different seat type, simply change the seat from Core to View-Only or another applicable type.
Modifying Seat Billing Only users with Modify Billing permissions can add or remove paid seats. Removing seats updates your billing at the start of the next renewal period. Assigned seats cannot be removed unless they are unassigned first.
To Add Seats:
- Go to Settings > Users & Teams > Seats tab.
- Click Add Seats under the seat type you need.
- Choose the number and click Buy Now.
To Remove Seats:
- Go to the Subscriptions tab in Account & Billing.
- Click Remove Unassigned Seats.
- Adjust the number of seats and confirm.
To cancel a scheduled seat removal, click Cancel This Removal before the downgrade takes effect.
Upgrading Your HubSpot Subscription To explore or purchase a new plan:
- Click on your account name and select Pricing & Features.
- Browse available subscriptions and add-ons.
- Click Buy Now to proceed with the checkout or Talk to Sales for assistance.
HubSpot supports bundling multiple products such as Marketing Hub, Sales Hub, CMS Hub, and more. Your card will be charged according to the billing cycle of the subscription.
Best Practices for Seat and Permission Management
- Regularly review user roles and access to ensure security and efficiency.
- Reassign seats from inactive users to avoid unnecessary costs.
- Use presets for common roles to save time.
- Align permissions with team responsibilities to maintain data integrity.
Conclusion Effectively managing paid seats and permissions in HubSpot enables your team to operate efficiently and securely. Whether you're scaling your team, adjusting user roles, or optimizing billing, HubSpot provides the tools needed to tailor access and maintain control. By following best practices and leveraging seat types strategically, you can ensure every team member has the right level of access to support your business goals.
