I'm happy to announce that HubSpot rebuilt the tools you use to manage users inside HubSpot from the ground up. You’ll find a number of awesome improvements, and a clean new design. Please see this post from the Product Updates blog for a rundown of these new features.
Please note: These features are now being rolled out to all HubSpot users! This process will take us up to a week to complete - you’ll have them in your HubSpot account soon. In the meantime, you can still turn them on manually - see post above.
Hey @SarahV, @tahirqazi, @GabbyS, @YT - I recently moved your individual feature requests regarding User Permissions to this main thread. While you all have different / valid requests and ways you'd like to see user roles defined, it's useful to have them all in the one place so that they can be evaluated. Two use problems / goals might be solved / achieved with one feature update.
As @dilloncompton has updated above, we are in the process of testing a new set of user roles and permission settings. Our product teams will continue to take on feedback and make updates before release, we'll keep you all updated on this thread, but in addition you can also subscribe to HubSpot Product Update notifications here. I cannot confirm a launch date / ETA at this time.
To find out more about HubSpot's Beta Program please visit this site.
Once these new permissions have been made available to all customers, if any of the above request have still not been met I will move them back individual posts for users to vote on.
If you have any questions, concerns or feedback please feel free to send me a DM.
I can confirm that user management is in the process of being completely rebuilt. There are a number of meaningful improvements that will be rolled out In Beta and live for all customers in the coming weeks that include more granular/custom permission settings as well as the function of setting up Sales Teams for the CRM and tools such as Reports and Meetings. Stay tuned to this post, as well as our Product Updates Blog for details.
Hey @Jeffrey_U could you provide some further detail / context here? What are your (your team's) specific goals, and how could User Roles / Permissions be improved to help you meet them?
I would like to suggest more granular options on the permissions for some properties.
Example:
Sales User can change lifecycle stage from Subscriber -> Opportunity
Super Admin ONLY can change lifecycle stage to Customer.
Reason: When using workflows to deliver customer experience emails (initiated by lifecycle changes), I don't want a rep accidentally changing the lifecycle stage to customer prior to a confirmed closed sale.
We need permissions to allow users or teams or combinations of both to have read, edit or creatre rights for specific business objects.
It is common practice that access to accounts or contacts or business objects of contacts or accounts can be restricted by permissions. This does not only mean that is must be posssible to restrict general access or visibility, but also to deny access even if a user uses a direct URL -Link to accounts/contacts/objects.
Futhermore, if a user has no access to an account or contact, it should be configurable if an account or user can be created more than once - but with different permissions - or if the system should tell users that accounts or contacts are already in the system and that they can request access at the owner.
Sales people can only see the deals they are working on
Sales people can see ALL deals, contacts and their corresponding emails.
It effectively means you need to choose between crippling your salesforce, as they won't be able to see what deals are open, and jump in if needed, or exposing all your emails to everyone.
There should be an option to set seperate permissions for contacts and deals, e.g.
Deals - visible across the team, including the contacts associated with those deals.
Contacts - visible across team.
Emails - only see emails for contacts you own, or contacts associated with deals in your team.
As a company owner, there are some contacts / converstaions that I would like to have tracked in hubspot, but are not appropriate for others in the company to have access to. For example, I would like to keep attorney, shareholder and legislative conversations restricted to myself and maybe a few individuals in the company.
Another example would be HR; I would like to have our HR person keep conversations with insurance companines on hubspot for all of the obvious reasons; but currently cannot because it would be inappropriate to have those types of communications public for sales employees to view.
Ideaily, it would be nice to:
1. Have the ability make contacts, companies and deals: available to all, available to owner only, available to specific user(s), available to specific team(s).
2. It would also be nice to restrict editing: edit anything, edit comments, edit deal stage, view only
Have just created my own specific idea related to this. Agreed, the current permissions approach is extremely limited considering the power and general felxibility of HubSpot.
I'm wondering if you have any updates about the roadmap for permissioning.
I'd love more granularity between "View Everything", which includes the text of specific emails, and "Owner Only", which silos knowledge between reps.
Specifically, it would be great to have a permission setting that allowed everyone in the company to see meta-actions (that some other rep emailed a specific contact at a comany) but not to see the actual contents of the email.
Are any updates like this being considered? (or any other major changes to the granularity of permissioning?)
Please, please, please fix this. This is the only thing holding us back and forcing our sales team to stay on salesforce. Please allow it so deals can be separate permissions from contacts.
We need our sales team to have access to and see all contacts, but not the financials and deals associated with the whole company. PLEASE!
It would be great to have more flexibility for "export" permission. At the moment, if you switch off "export" permission under CRM, you would not be able to export any of contacts, companies, deals or tickets.
In some cases, people would need a permission to export deals but not for contacts in order to protect private information of customers.
For example, our business needs to compose each quotes with deal information. Therefore, we would need to export deal records but we would prevent to give permission to export contacts. In such case, more flexibility in user permission would be great help.
I would love to have a feature to limit the permission against templates in these 3 levels:
1. Allow this user to edit/use the templates which this user created
2. Allow this user to edit/use the templates which team created
3. Allow this user to edit/use all templates
The reason I request this feature:
1. It would be convenient when we want to investigate templates' performance. Currently, if one user has access to design tool, he can use any templates. We would like to limit this permission on templates level, so that we will be able to look at each user's templates performance. (We want to avoid the situation where users can use other users' templates.)
2. Sometimes we have important documents we insert into templates. We would like to allow only managers can access to this template.
The option to not update the property value if there is any value set when importing existing contacts
It would be great if there is an option not to update the current value of the property if there is any known value when importing the list of contacts. We just started using HubSpot and we imported the list several times by multiple contact owners. They have sent the marketing email to their list and which caused sending the duplicated email to the same contact. We would like to keep the first contact owner to be assigned and have our reps to check owners before sending the email. Also, when there are several sales reps talking to the contact, the data from the contact could be updated to the data which was imported at latest. We would like to keep the initial data from the sales rep who reached out to the contact and would like to avoid updating it.
Would be nice to be able to have a roles based permission settings or an easier way to see all users settings and update quickly. We have over 800 users and opening each user record to see setting levels is very time consuming.
Agreed! I have several sub-brands on my hubspot account, with seperate social profiles, subscriptions and lists that need to be managed by certain teams. Those teams shouldn't have access to everything or nothing.
I would also like to voice support for more granular control of individual properties.
For instance, I would like to allow users to assign unassigned contacts/companies to themselves, but not to other people. Inadvertently doing so can screw up multiple people as now some users end up with contacts they don't know what they were supposed to be doing with, and the original owner/claimmant cannot access the account since we don't want them to be able to edit each others' accounts.
Also, making certain properties view-only, rather than just broad categories, would be helpful, as I currently need to allow editing to the whole module to permit any editing at all, while there are several fields that should not be edited.
Allowing field-specific permissions would be very helpful so as to not be forced to give users enough rope to hang themselves with.
User management is critical. We want to know which users have what access for security reasons, especially for contacts. Contacts are a critical part of any businesses. We gave access as per need but after we reached to 150+ users, we really wanted to analyze the access part again.
But as a solution, we have to go one by one to all users edit popup window and check what access we gave for contacts to whom. It's a hectic task to do.
Ideally, we would want additional user permissions for granting / restricting access to certain email templates as our company manages multiple brands.
@roisinkirby One of the needs that we have is to further limit the roles, to those specific functions. For Example.
Blogs - I need to create a user that can create a blog article. As it stands now, when I create that user and the only thing that I have enabled is Blog Write and Read. However, that user has access to ALL Campaign information, SEO reports, Dashboard and reporting information, CTA information for ALL CTA's, etc etc. We need to more granularily control access to the Hubspot system.
These requirements would be the same if they were for any other section of Hubspot. You grant access from the most secure to the least secure options. Not starting halfway in the middle.
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