Permissions sets for users in that are members of different teams

Smart CRM & Sales Hub CRM
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1

Hi all! Hope someone can help me with this:
We have 3 users B2C reps with restricted permissions:

  • Can only see their own contacts and deals
  • Cannot see companies

However, they also act as B2B reps and need to:

  • See all contacts where Internal Division = Core Product
  • See all companies for those B2B records
  • See all deals in the Partnership Development pipeline

Goal:

  • Keep restricted access (own only) for B2C
  • Allow full visibility for B2B (based on a property and specific pipeline)

Question:
Is there a way in HubSpot to combine own-only access + full access based on a property or pipeline?

2

Hey @CDMe,
Thanks for posting in the Community!
While I’m not sure this is possible, I’d like to tag in some Community experts to make sure I’m not missing anything.
@danmoyle, @Josh, and @franksteiner79 - any thoughts on how this might be possible?
Shane, Senior Community Moderator

3

Hi @CMRs,

For Contacts, restricting users the way you have described is limited even with business units.

However, a workaround would be to create specific views with filters such as:

(CRM > Contacts > + )

CosminExplore_1-1774514970999.png
CosminExplore_1-1774514970999.png798×246 21.7 KB

  • B2C - My contacts = Your property that separates B2C AND Contact owner is Myself
  • B2B - Internal Division - Core Product = Your property that separates B2B AND Internal Division is any of Core Product

For Companies you can do the same.

For Deals, you can totally restrict users only to certain pipelines in:

Settings > Data Management > Objects > Deals > Pipelines > Select pipeline > Actions > Manage access > Select users and teams who can edit

4

Welcome to the Community @CMRs! I agree with @CosminExplore on the views advice. It doesn’t limit as granularly as your use case you described. SO I wonder if this might help.

I think in order to get close to your B2C + B2B scenario, you’re looking at a structural workaround rather than a single toggle. Start with Teams to Separate B2C vs B2B visibility. I’d create teams like “B2C Reps” and “B2B Core Product.” Then I’d give the users two roles or assign them to multiple teams, but the limiting factor is that their contact/company/deal view permission applies globally per object (“Owned only” or “Team only”), not “Owned for some, Everything for others.”

Then you should be able to use Ownership-based extra access for B2B. You can add additional custom HubSpot user–type owner properties (“B2B Owner”) and then set access as “[Objects] they own” to extend what they can see based on ownership across teams. However, this still does not give “Everything” for all Core Product; it just lets them see all records where they are set as one of the owners.

Thjis means accepting the trade‑off that it’s Team Only instead of Owned Only. If you group all Core Product B2B records under a dedicated team and assign your 3 users plus other Core Product reps to that team, you can set their contact/company/deal view permission to “Team only.” That will allow them to see all Core Product contacts/companies/deals owned by anyone in that team, but it will also expand their B2C visibility to the team’s records, not just their own.

As you’re seeing with your own testing, with standard HubSpot tools we can’t combine “Owned only” and conditional “Everything if Internal Division = Core Product or if in Partnership Development pipeline” for the same object. The closest we can get is ownership and team-based access that expands what they can see across teams, and pipeline rules to limit who can edit certain deals, but not to broaden view access.

I hope that helps!