Preventing Sales Team from Deleting Activities

Smart CRM & Sales Hub CRM
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1

Hey,

I’m trying to find a way to prevent my sales team from deleting activities in HubSpot. Unfortunately, it seems that there isn’t an option to restrict this in the permission settings.

Has anyone faced this issue before? If so, how did you handle it? Are there any workarounds or solutions that might help?

Thank you!

2

Hi @NKolev ,

I believe that you can only restrict delete access for emails, tasks, and notes - but not meetings or calls. This should be done individually on the activity type:

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Hope this helps :slightly_smiling_face:

3

Hello, @NKolev
I know it hurts when a rep wipes a call note and the paper-trail vanish.
From what I know, HubSpot still ties “delete an activity” to the Edit permission for that activity’s parent object—there’s no separate “Delete” toggle yet (see the yellow call-out in the User-Permissions guide). knowledge.hubspot.com

What you can do today

Lock Edit = Lock Delete. On Settings › Users & Teams › CRM open each object (Contacts, Deals, Tickets…). Set Edit to None or Their records for the users you want to restrict. The moment they lose Edit, they also lose the trash-can icon on notes, calls, meetings, emails, tasks, etc. Down-side: they can’t tweak their own notes either—only log new ones.

Use the Audit Log (Enterprise). Super-admins can watch Settings › Audit Logs → filter by Deletion to see who removed what and when. Handy for coaching or restoring a record from the recycle bin. knowledge.hubspot.com

Policy & training. For sales teams that must still edit, the soft fix is process: make it clear deletes are off-limits, and rely on the audit trail for accountability.

Hope it helps!

4

Hey @NKolev, not sure if you’ve seen a recent update which might come in handy?

This was released on the 9th of June and I thought of this post but have only just got around to posting sorry! :slightly_smiling_face:

What is it?

Portal admins can now view, restore, and permanently delete previously deleted marketing emails directly within HubSpot. You’ll also see exactly who deleted each email and when, giving you complete visibility into your email assets.

Why does it matter?

When moving quickly, mistakes happen. This feature addresses the challenges faced when important emails are accidentally deleted by providing admins with:

  • Data Recovery: Restore accidentally deleted emails, preventing the loss of critical marketing assets and saving time and effort in recreating them.
  • Enhanced Accountability: See exactly who deleted an email and when, allowing you to identify and address potential errors or issues within your team’s workflows.
  • Improved Control: Gain greater control over your email assets with the option to permanently delete emails, ensuring proper cleanup and management of the email library.

How does it work?

Managing your deleted emails is straightforward:

  • Simply go to your email listings page and navigate to the “Deleted” view. Here, you’ll see a list of all deleted emails, along with details on when they were deleted and which user performed the deletion.
  • To take action on a deleted email, hover over its name. This will reveal the “Actions” menu, providing you with the options to either restore the email or permanently delete it.