Newbie Question: User access and controls

[AllyClee]

Hi all, appreciate any advice. We are new to Hubspot and looking for solutions for 2 things.
a) How do we set permissions so that a 'contact owner' can see their contacts, a 'company account manager' can see all the contacts under that company including the contacts in that 'contact owner'- but company account manager doesn’t own the contact, they don’t see sales activities.

b) For record/ form customisation (team view for sales), to customise fields that are needed for select users and 'hide/ deactivate' fields they won’t be using

any advice would be appreciated, thank you 

[karstenkoehler · Accepted solution]

Hi @AllyClee,

To your first question, this is not as straightforward as you'd expect it to be, unfortunately. Record access permissions are derived from ownership on that object, e.g. contact owners can access their owned contacts, company owners can access their owned companies etc.

https://knowledge.hubspot.com/user-management/hubspot-user-permissions-guide#crm

For contacts and companies, you can set up an ownership sync: https://knowledge.hubspot.com/object-settings/sync-ownership-between-contacts-and-companies

If there is however a discrepancy between contact and company owner (let's say contact are owned by a different user then user owning the company) and you've limited permissions to view only owned records, then users would not be able to see records of both contact and company. You would have to work within the settings and limitations linked above.

To your second question, restricting view access across the entire CRM for certain users is an Enterprise feature: https://knowledge.hubspot.com/properties/restrict-view-edit-access-for-properties

If you're on a Professional subscription, you can make the left sidebar of records conditional and display only what's relevant to the users: https://knowledge.hubspot.com/object-settings/customize-record-sidebars#make-a-record-sidebar-sectio...

In the free CRM, there aren't any options, unfortunately.

Best regards!