topic Re: Understanding Teams for Access in Tips, Tricks & Best Practices

Understanding Teams for Access

TMwd — Wed, 03 Sep 2025 13:22:06 GMT

Hello,

I'm setting up Teams for our Company and it is mostly complete. What I would like to do now is setup a Team that has ALL employees in it that will be able to view generic central contacts and companies - and then a Team for just Management to be able to view reports that I generate.

Is it just a matter of creating the teams and adding the members and assigning the team? What confuses me is, when I create a Management Team - no one is the primary member, and I can't figure out why or if that matters. Additionally, when I create the Company Team - does membership in this team take away from access someone might have through another team? Thanks!

Re: Understanding Teams for Access

karstenkoehler — Wed, 03 Sep 2025 13:24:35 GMT

Hi @TMwd,

What you're describing doesn't require teams – you would simply make sure that either only management can access your dashboard or that only management has reporting permissions:

https://knowledge.hubspot.com/dashboards/manage-your-dashboards#manage-dashboards

https://knowledge.hubspot.com/user-management/manage-user-permissions

Teams would primarily be needed to limit which records someone can access, based on their team membership. (Assigning everyone the same team is a sign that this team is not needed.)

Best regards!

Re: Understanding Teams for Access

TMwd — Thu, 04 Sep 2025 00:13:09 GMT

Thanks Karsten. What I am running into is - we have Outside Sales People that have geographic territories, so we created teams to correspond to their territories (6 Teams). We made the Outside Sales People the owners of the contacts, and it worked great.

There are also Inside Sales People that do not have geographic limitations and have access to all contacts, etc. Do I still need to add them to the individual teams so that they are in all of the teams along with the Outside Sales people? Does it impact things like reports for activity within the team?

Re: Understanding Teams for Access

karstenkoehler — Thu, 04 Sep 2025 04:06:17 GMT

@TMwd that depends on the types of reports you're planning to build. If you want to visualize sales activity of inside sales teams vs outside sales teams, yes, you would have to add internal sales people to teams accordingly. I rarely build reports by teams and more often by user – but that doesn't mean going this route is wrong.

What I meant is that based on your previously mentioned requirements, you don't have to create teams. If you have something in mind that requires team membership (e.g. rotating records among a team, a certain report that visualizes something by team), then by all means, put the internal users in teams, too 🙂