---
title: "Permissions and teams in HubSpot: how to build a secure and clear structure"
description: How to set up users, permissions and teams in HubSpot. Roles, permission sets, ownership, super admins and routines for when someone joins or leaves.
image: https://leadlabs.se/hubfs/Blog/behorigheter-team-hubspot.jpg
---

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 October 19, 2026

# Permissions and teams in HubSpot: how to build a secure and clear structure

![Picture of Emelie](https://app.hubspot.com/settings/avatar/a7bfbbcaf0bc52ffebec008d63b2902f) By  [Emelie](https://leadlabs.se/en/insights/author/emelie)  ·   2 minute read

![A bunch of keys on a wooden table](https://leadlabs.se/hs-fs/hubfs/Blog/behorigheter-team-hubspot.jpg?width=1600&height=900&name=behorigheter-team-hubspot.jpg)

When HubSpot grows from three to thirty users, permissions start to matter. Who can export contacts? Who can change workflows? Who sees which deals? A well thought out structure protects both the data and the users from mistakes. Here is how to set it up.

**In short:** Give every user the least permission needed for their role, use teams to control ownership and visibility, and keep only a few super admins. Use permission sets so the same role gets the same rights, and have a routine for when someone joins, changes role or leaves.

## Users, seats and permissions

In HubSpot there is a difference between **seats**, meaning which paid seat a user has, and **permissions**, meaning what the user is allowed to do. A user can have a paid seat but lack the right to export data, and another can view and work with data without a paid seat.

## Example roles

| Role | Typical permissions |
| --- | --- |
| Sales rep | View and edit own and team contacts and deals, no export |
| Sales manager | Everything for their team, forecasts and reports |
| Marketing | Email, pages, forms, campaigns and lists |
| Customer service | Tickets, inbox and knowledge base |
| Leadership | View access to dashboards and reports |
| Admin | Settings, properties, workflows and integrations |

## Teams

Teams in HubSpot are used to group users, for example by region or business unit. Teams control who sees which records and are used in reports and lead rotation. With Enterprise you can have child teams and more advanced structures.

## Best practice

1. **Least privilege.** Give what is needed for the job, not more.
2. **Few super admins.** Two or three is enough. Every super admin can change everything.
3. **Restrict export.** Exporting contacts is the most common way for data to leak.
4. **Two factor authentication** for all users, ideally through single sign on.
5. **Permission sets** for each role so new users get it right from the start.

## When someone leaves

- Deactivate the user the same day.
- Transfer ownership of contacts, companies and deals to the right person.
- Check workflows, sequences and meeting links connected to the user.
- Free up the paid seat.

## Frequently asked questions about permissions in HubSpot

### How do you change permissions in HubSpot?

A super admin or a user with the right permission goes to settings, users and teams, selects the user and adjusts the permissions for each tool.

### What is a super admin in HubSpot?

A super admin has full access to all tools and settings in the account. Limit the number of super admins to a few trusted people.

### Can you restrict who sees which contacts?

Yes. Permissions can be set so users only see records they own or that their team owns. More detailed control is available in Enterprise.

### What is the difference between a seat and a permission in HubSpot?

A seat is the paid seat a user has, such as a Professional seat. Permissions control what the user can do in the tools they have access to.

### What happens to contacts when a user is removed?

The contacts remain but need a new owner. HubSpot offers to transfer ownership when a user is deactivated.

## Summary

A clear structure for users, permissions and teams protects the data and makes HubSpot easier to use. Follow the principle of least privilege and have fixed routines for changes.

Want help reviewing the permissions in your portal? Get in touch with LeadLabs.

## Read also

- [HubSpot and GDPR](https://leadlabs.se/en/insights/hubspot-gdpr?hsLang=en)
- [HubSpot audit: a checklist for your portal](https://leadlabs.se/en/insights/hubspot-audit?hsLang=en)
- [Data quality in HubSpot](https://leadlabs.se/en/insights/data-quality-hubspot?hsLang=en)

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