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How to Invite and Add a New User in HubSpot CRM System

Introduction

HubSpot CRM is a powerful customer relationship management (CRM) system that helps businesses organize, track, and manage all their customer interactions in one place. As your business grows, you may need to add more users and team members to your HubSpot CRM account to help manage your increasing customer base.

Adding new users to HubSpot CRM is easy and gives you granular control over what each team member can access and edit in the platform. This article will walk you through the entire process of inviting and adding a new user to your HubSpot CRM system.

Prerequisites for Adding a New HubSpot User

Before inviting a new user, make sure you have the following:

  • HubSpot login credentials: You need to be logged into your HubSpot CRM account as an administrator or user with permission to add new users.
  • User’s email address: You will need the email address of the new user you want to invite to your HubSpot portal.

Step 1: Access HubSpot Account Settings

  • Log in to your HubSpot CRM account and click on the settings icon on the top navigation bar.
  • In the left sidebar, click on Users & Teams. This will open up the user management page.

Step 2: Invite New User

  • On the Users tab, click on the Create User button on the top right.
  • Enter the new user’s email address.
  • You can also add their name and title here for reference.

Step 3: Set User Permissions

  • HubSpot will now walk you through customizing permissions for the new user. There are 4 tabs to review:
  • CRM: Set objects, tools, and inbox access
  • Marketing: Set content access and permissions
  • Account: Set admin and settings access
  • Advanced: Set data access like exports
  • Check and uncheck permissions in each section based on what you want the user to access. Turn permissions “on” to allow access and “off” to restrict it.
  • If you’re unsure about permissions, keep defaults checked. You can always edit permissions later.

Step 4: Send Invite Email

  • Once permissions are set up, click Next to send the invite email.
  • By default, HubSpot sends the user an email with a link to set up their password.
  • You can uncheck this option if you want to manually send them their login link later.

Step 5: Add User to Teams (Optional)

  • On the next page, you can add the new user to relevant teams in your HubSpot account.
  • Click Add your users to a team and select teams from the dropdown menu.
  • Adding a user to teams allows you to track activity at a team level.

Step 6: Setup Complete

That’s it! Your new user invite is now complete.

The user will receive an email from HubSpot to set up their password and access your HubSpot portal. As an admin, you can customize their permissions even further at any time.

Best Practices for Adding New Users

Here are some tips to effectively manage your new HubSpot users:

Start with limited permissions: Give basic access to begin with and increase permissions as needed. It’s easier than taking permissions away later.

Add users to relevant teams: Assign users to teams based on their roles and responsibilities.

Customize with permission sets: If you’re adding multiple users with common access needs, create and assign permission sets instead of individual users.

Review regularly: Audit permissions regularly to adjust for role changes and resignations.

Adding users thoughtfully is crucial to account security and organization. Following these best practices will set up your new hires for success and ensure optimal account performance.

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