How to allow non-admin users to edit lead stages after qualification in HubSpot?

[Mat_Cal]

Hi HubSpot Community!

I’m facing a challenge with our sales team workflow. We have several sales agents who need to modify lead stages after leads are qualified, but I noticed that only admins can edit lead stages post-qualification.

Important to note - our agents have Sales Pro seats assigned, but they still cannot modify lead stages after qualification. Since we don’t want to give everyone super admin rights for security reasons, I’m wondering:

1. Is there a way to grant specific permissions to regular users to edit lead stages after qualification?

2. Are there any workarounds or alternative approaches to manage this without giving full admin access?

3. Can we create a custom role or permission set that would allow this specific functionality?

Currently, this limitation is affecting our team’s efficiency as we need to involve admins for every lead stage change after qualification.

Has anyone found a solution to this challenge? Any insights would be greatly appreciated!

Thanks in advance!

#HubSpotCRM #Permissions #SalesWorkflow #HubSpotSalesPro

[Willirob · Accepted solution]

I'm surprised this isn't getting more attention!

I was facing similar issues where SDRs/Intake specialists were accidentally changing the lead (lead object) stage to qualified or disqualified, and weren't Super Admins for many reasons. So. they were required to reach out to a super admin to reverse the mistake, which was disruptive and unecessary in most cases. 

Not having the ability to dial in this permission seems like a miss, or something that should be at least added to give us control of who has the ability to update these outside of Super Admins. 

That said, I solved this by:

1. Creating a custom property called "Qualification Status" at the contact level. 

2. Creating a workflow that mapped this property to the primary lead object associated to the contact. 

3. Creating a separate workflow that looked for changes to the custom contact property created in #1. that then updated the lead object to match. 

4. Instructed the team to use the Qualification Status at the contact level if they needed to update the associated lead object stage post a qualified/disqualified selection. 

Downside to this: if you have multiple leads associated to a single contact, you'd need to consider using association lables to dial this in further. 

Hope this helps!

[CRosa]

I have the same issue specific to leads accidentally moved to the Disqualified stage and the sale rep wants to undo that.  

[franksteiner79]

Hi @Mat_Cal 

Not sure I am following 100%, so just to clarify:

1. We are talking about the lead object in HubSpot, correct?
2. Once a lead has been qualified, the lead is dead and an opportunity gets created. No-one should be changing a lead stage once it has reached qualified because it is basically the final destination.
3. What sort of stages do you have beyond qualified and disqualified - these two are essentially you closed won and closed lost stages in deals, nothing happens beyond that with a deal in a sales pipeline.

Cheers

Frank

[Mat_Cal]

Hi Frank,


You’re absolutely right that once a lead is qualified or disqualified, it
shouldn’t be touched further. The challenge we’re facing is that agents
sometimes accidentally change the lead stage—for example, marking it as
qualified or disqualified prematurely—and then need to revert it back.


The issue is that agents are saying they can’t revert the stage because
they don’t have the necessary admin permissions. Essentially, they’re
stuck, as they’ve been trained not to have superadmin rights, which I agree
is not appropriate for their role.


Is there a specific permission or a workaround we can enable for agents
that would allow them to move leads back to a prior stage, like “new
inquiry,” without granting them superadmin access? It’s really just about
fixing accidental clicks without compromising overall system security.


Appreciate any advice on how to handle this effectively.


Cheers,

Matej

[marissa321]

Seconding Matej's comment - sometimes our BD team members accidentally choose the wrong lead stage and have to use an admin team member to fix that (they then also delete the deal that gets created). I don't quite understand the rationale of the lead being fixed in its current stage once qualified, it feels like very rigid logic that doesn't allow for prospect situations to change.