what CAN a view-only seat user do?

[CDay51]

Hi, 
I would like help understanding the limits of what view-only users can do.  In particular, can such users: 

1. add emails to contact records using the appropriate outbound address in cc when emailing an existing content?
2. add contacts via the app using a business card scanner
3. Add notes - if so, what are any limitations?
4. Add tasks - if so, what are any limitations?
5. Edit or move on deals? 

[karstenkoehler · Accepted solution]

Hi @CDay51,

Happy to help here.

1. No, using the BCC address requires personal email access which is not included in a view-only seat: https://knowledge.hubspot.com/connected-email/log-email-in-your-crm-with-the-bcc-or-forwarding-addre...
2. No, since a view-only user cannot create contact records, only view them.
3. No, since a view-only user cannot create notes, only view them.
4. No, since a view-only user cannot create tasks, only view them.
5. No, since a view-only user cannot edit deals, only view them.

See below:

Best regards

[karstenkoehler · Accepted solution]

Hi @CDay51,

Happy to help here.

1. No, using the BCC address requires personal email access which is not included in a view-only seat: https://knowledge.hubspot.com/connected-email/log-email-in-your-crm-with-the-bcc-or-forwarding-addre...
2. No, since a view-only user cannot create contact records, only view them.
3. No, since a view-only user cannot create notes, only view them.
4. No, since a view-only user cannot create tasks, only view them.
5. No, since a view-only user cannot edit deals, only view them.

See below:

Best regards

[M_Kelly]

@karstenkoehler hi - I have a question re this - in the above screen shot, one of the options is crm emails - if emails can't be logged with a view-only seat, then what will they view when the option is toggled to 'their crm emails' - there will never be any right as they can't log them? Or am I missing something there! Thanks 🙂

[karstenkoehler · Accepted solution]

@M_Kelly a user might have had a core seat previously and logged emails – which would allow them to still view those emails with a view only seat 🙂 Keep in mind that seat assignment can be temporary and potentially switched on a regular basis.

[M_Kelly]

@karstenkoehler Ahhh yes of course, makes sense, thank you! 🙂 

[HZ20]

well, about number 1:
I am a core seat user, have never given personal email access and, instead, use the bcc and forward address all the time.

my view-only users cannot use bcc?

[Victor_Becerra]

Hey @HZ20 !

Unfortunately, view-only seat users cannot use the BCC address to log emails, even though you as a core seat user can use it without personal email access.

The key restriction is that HubSpot requires "personal email access" for BCC functionality, and view-only seats don't include this permission. So view-only users are blocked from this feature entirely, regardless of whether they've actually connected personal email or not.

You can find the full requirements here

Hope it helps!

Best, 

Victor