# Best Practice for User Management

**URL:** <https://community.hubspot.com/t/best-practice-for-user-management/130313>\
**Category:** Tips, Tricks & Best Practices\
**Tags:** integrations, admin, professional, best-practices, enterprise\
**Created:** [April 22, 2025, 3:31pm UTC](https://community.hubspot.com/t/best-practice-for-user-management/130313 "2025-04-22T15:31:23Z")\
**Posts on this page:** 3\
**Page:** 1

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**Author:** ![ThomasSchadlich](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/thomasschadlich/32/63107_2.png) [@ThomasSchadlich](https://community.hubspot.com/u/ThomasSchadlich)\
**Post date:** [April 22, 2025, 3:31pm UTC](https://community.hubspot.com/t/best-practice-for-user-management/130313/1 "2025-04-22T15:31:23Z")

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Hi guys,

My HubSpot instance is growing and I am slowly loosing sight of all the details to watch when new users come, others go and some shift responsibilities. I am looking for a way to oversee changes in users, workflows and connected apps.

The closest I got so far was with this post from 2023: [https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Managing-Changes-in-Users/m-p/781612](https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Managing-Changes-in-Users/m-p/781612)

Since there seems to be no dedicated place in HubSpot to manage all this, I am looking for some best practice experience when it comes to the use of third-party tools. Can anyone recommend a useful setup?

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**Author:** ![kennedyp](https://avatars.discourse-cdn.com/v4/letter/k/49beb7/32.png) [@kennedyp](https://community.hubspot.com/u/kennedyp)\
**Post date:** [April 22, 2025, 9:44pm UTC](https://community.hubspot.com/t/best-practice-for-user-management/130313/2 "2025-04-22T21:44:40Z")

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Thank you for your post, [@ThomasSchädlich](https://community.hubspot.com/t5/user/viewprofilepage/user-id/818008)!

I understand your goal is to better track user creation and removal, as well as changes to workflow automation and integration’s connected.

These would likely have to be tracked separately. I’d like to share some resources that might be useful:

[View and export account activity history](https://knowledge.hubspot.com/account-management/view-and-export-account-activity-history)  
[View changes to your workflow](https://knowledge.hubspot.com/workflows/view-workflow-changes)

@Lucila-Andimol, [@Jigar\_Thakker](https://community.hubspot.com/t5/user/viewprofilepage/user-id/610147), @karstenkoehler -- do y’all have any additional advice or workarounds to share for tracking these types of changes?

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**Author:** ![Jigar\_Thakker](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/jigar_thakker/32/63606_2.png) [@Jigar\_Thakker](https://community.hubspot.com/u/Jigar_Thakker)\
**Post date:** [April 23, 2025, 11:13am UTC](https://community.hubspot.com/t/best-practice-for-user-management/130313/3 "2025-04-23T11:13:55Z")

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Hi [@ThomasSchädlich](https://community.hubspot.com/t5/user/viewprofilepage/user-id/818008) ,

Thank you for bringing up this topic. One approach that’s working well for us is to block a time twice a month for the admin team to review and document any changes like any new users added, inactive users, a short summary or perhaps a screenshot of changes in worfklows or properties or link to exported account activity all in one place in an excel sheet.

This has helped us manage things on a regular basis so that its not build up and easier to spot issues early rather than getting piled up.

If this helps, feel free to mark it as the solution

✔

and give it an upvote

👍

!