topic Re: Is it possible to run HR functions through HubSpot in Sales Hub Tools

Is it possible to run HR functions through HubSpot

RSmulovic — Tue, 11 Apr 2023 16:08:35 GMT

Hi, when we were signing up to HubSpot we were told that we would be able to run our HR operations through HubSpot but we are struggle now to see how that is possible. We mainly want to store securely our employees documents and training records. This needs to be secure and not visible to all users.

How do we do this?

Re: Is it possible to run HR functions through HubSpot

karstenkoehler — Tue, 11 Apr 2023 17:09:58 GMT

Hi @RSmulovic,

Generally I would say it is possible but:

HubSpot isn't a HR tool out of the box
it would require quite a bit of customization and the product won't do a lot of handholding
by default, HubSpot is attempting to track a lot which can be the opposite of what you want to do for employee data
HubSpot isn't very good at giving you control over treating internal and external contacts differently (to its defense, it's a CRM tool which is meant to store prospect and customer information, not employee information)

That being said, you'll probably want to look into the following points for starters:

Permissions: Using permissions, you can control which users can access contact records https://knowledge.hubspot.com/settings/hubspot-user-permissions-guide
Custom properties: Purely for distinguishing external and internal contacts, you'll probably want to think about a custom property for contact type https://knowledge.hubspot.com/crm-setup/manage-your-properties

If your main use cases are storing employee documents and training records, you could limit access to the contact records of employees to a select few HR team members and upload attachments to those contact records.

Best regards!

Re: Is it possible to run HR functions through HubSpot

EmmaAtKiwi — Tue, 11 Apr 2023 17:13:23 GMT

Hi @RSmulovic! HubSpot is NOT meant to be a secure storage tool that saves sensitive or confidential information like what you're describing.

HubSpot can indeed save attachments and notes to individual contact records, and super admins are able to customize permission settings to allow only certain users the ability to see specific information. So can you use HubSpot for HR functions? Technically, yes. But it is NOT secure enough for personnel files.

Re: Is it possible to run HR functions through HubSpot

Grattec — Fri, 16 May 2025 13:55:44 GMT

I’ve used custom properties and workflows to manage basic HR stuff like tracking interview stages or onboarding steps. It’s not perfect, but it works fine for small teams.

Re: Is it possible to run HR functions through HubSpot

OliviaReed3 — Mon, 14 Jul 2025 10:27:33 GMT

HubSpot isn’t built as a dedicated tool for HR, so managing sensitive employee documents and training records securely can be tricky. For better control and privacy, consider using Workstatus, which offers secure storage, role-based access, and centralized HR data management.