HubSpot Permissions and Deleted users issues

[KCrouch]

We are reorganizing our teams in HubSpot and changing permissions in our portal. We have 3 different business units and don't want visibility between the 3.

Thus far, we have taken a tiered approach where each user's main team is their BU, then we have nested teams under each. We were previusly deactivating users to keep them on their respected main teams and using a seperate emails to create a new HS account for the portal and adding users to their new teams to "start fresh" and keep legacy information with the original team. We also switched out permission sets to where users can only see activities and so on if their team owns them. 

Our IT department would like to switch this up and delete users to allow them to use their original emails for licensing purposes. However, with deleting users and having "team only" view permissions for users. The deleted users are pulled off of teams and doesn't allow for the teams to see those notes/activities anymore. 

Is there something I am doing wrong on my end or a fix for this? 

[Lucila-Andimol · Accepted solution]

Hey @KCrouch 

So if I understood correctly

your teams are still seeing contacts and activities from the original BU A

that they shouldn't see now right?

This 'd mean re-assigning those records and activities to other user in the BU A,

so that this users now in BU B and C dont keep things from BU A.

Because even though they are now in a different BU with the nested team, if the record and the activity its still owned by them, they will see it (specially if you want to keep using the same user/emails)

Let me know if this makes sense.

[karstenkoehler]

Hi @KCrouch,

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We were previusly deactivating users to keep them on their respected main teams and using a seperate emails to create a new HS account for the portal and adding users to their new teams to "start fresh" and keep legacy information with the original team. We also switched out permission sets to where users can only see activities and so on if their team owns them.  

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Could you please elaborate on this? What exactly was the reason to deactivate users? Why not simply assign all records within a business unit to a team and have everyone on the team work with team-only permissions?

I'm not following the rationale for this configuration and I'm not sure I understand the current situation. Using made up users and user email addresses, could you give an example?

[KCrouch]

Hey Karsten,

Ultimately what we are trying to solve is BU A shouldnt see emails by BU B/C and vice versa across the board. However, we had team members previously on both A & B BU's that were brought over to BU C.

For more insight, we had 2 prior BU's, we'll call them A (Main account) & B, and we recently added a third, C. Prior to this, our portal visibility was pretty open and everyone could see everything. With adding C, our leadership would like to limit the overall visibility in communications between BU's.

With this, BU's B and C will have a lot of cross over in prospects and clients as a whole so we don't want to take away complete Visibility at the company/contact level, more simply just the overall activity and notes of the users on one side or another. 

Then, we also have team members that moved from BU B to BU C. So, in order to have their legacy emails, note, calls, and meetings stay with BU B, we deactivated their accounts which were set up under BU A/B Email domains and kept the deactivated accounts on the BU B main team to show that communication.

Then, when those teammembers recieved new emails with BU C domains, we used them to create new HubSpot Accounts and placed the new user accounts under BU C team. 

However, our IT team would like to consolidate email licenses and get rid of the additional email domains for cost purposes so that users dont have to manage 2 calendars. This would require us to delete accounts opposed to deactivating them which is where we run into visibility issues due to those users no longer being on a team. 

Here's a visual of the teams set up if that helps: