Successful modeling for how many Admins are needed?

[LindseyG]

Coming from multiple small- to medium- sized companies, it seems the standard is the CRM administration team "does it all" quite often. When the system administration team is:

• the Super Admins; responsible for everything from development to security; reports to data stewardship and training;
• managing the primary hub of CRM/Sales Hubs, with other Hubs [Marketing, Ops, CMS, Commerce, etc.] as well; and
• managing the software is supported outside of the IT infrastructure.

When this happens, does anyone have a good model or scale for how many admins per number of users?

For example, if there are <50 users, maybe there is only the need for one super admin. But what about 200 users? 600 users? 2,000 users? How does it scale?

I know it's blasphemy here, but in a previous life, I managed Salesforce, too. They had a very published and detailed list of how to provide adequate staffing based upon the number of users [including numbers of admins and business analysts, with developers being a separate staffing model].

I have been searching for a similar model for HubSpot for years. Although it’s not a one-size-fits-all, that model helps build the business case for growing the admin team.

According to our HubSpot consultant, it depends on the scenario, and individual groups should manage their own hubs – with no official model, but I'm incredibly curious if any of the admins here have a successful model for how many [super] admins there should be working in HubSpot?

@DAnaGuiloff / @KyleJepson  if this isn't the place, please feel free to delete or let me know to delete.

[benesch_e]

Hi @LindseyG ,

The beauty of HubSpot is you have options! (sometimes too many options) How you build out your HubSpot team for a large organization is going to depend upon how your company runs and what their need are. I work for a company with very diverse business units that have different sales models, different technical support models, field support models, and wildly different products that are tracked differnetly, because of this we ended up with multiple super admins because one person cannot build everything. That being said, HubSpot has come a long way with permissions and that means you can give someone a lot of ability in HubSpot without giving them super admin status.

However you choose to set you your super admins and permission sets in HubSpot, I recommend you set it up with redundancies so you can go on holiday and not have to worry that your team will run into something they can't handle without the super admin. 

Food for though, hope this helps.

[LindseyG]

Thanks @benesch_e  I'm scoping a lot of different models and love to hear how teams are structured. The business unit set-up is not one I had thought of before for super admins. We have a permission set for various marketing roles from different units to run/do their work, but not at the super admin level. Thanks for your insights!

[Jonas_De_Mets]

@LindseyG I recently found this post from @Mike_Eastwood that is covering this:

https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/How-many-Super-Admins-is-too-many/td-p/9...

Hope this helps!

[LindseyG]

Thanks Jonas. This is starting place!

I feel like this is looking at all super-admin permission sets though [setting the min/max], from a security standpoint, not necessarily the people working as system administrators.

We definitely have a difference - with a few select people having super admin permissions such as one IT person for domain management. But that doesn't mean they are staffing that fully support the system. Would you consider these numbers to be the amount of staffing for managing the system too?