How to Give and Request Access to HubSpot in 2025

HubSpot’s flexibility is one of its biggest strengths, but it also makes managing access tricky.

With the platform’s many tools, seats, and permissions, even experienced users can get lost trying to figure out who can see or do what.

If you’re a business owner who’s spent too long trying to add a new team member or give an agency the right access—or you’re an agency struggling to get into a client’s HubSpot account—you’re in the right place.

In this guide, you’ll learn how HubSpot access really works, how to give or request it the right way, and how to streamline the whole process with a tool that gets access sorted in minutes.

TL;DR: If you just need the quick version, here’s what this guide covers. You can jump straight to any section below:

• HubSpot access basics: Access depends on your subscription, seat type, and assigned permissions.‍
• Give access via email invite: Add users directly from your HubSpot dashboard, assign seat types, and manage permissions.‍
• Give access with a CSV file: Bulk-import multiple users or clients at once—ideal for larger teams.‍
• Give access through integrations: Sync users from Salesforce, Microsoft Dynamics, and other connected tools.‍
• Request access to a HubSpot account: Get invited manually, or if you’re a certified HubSpot Solutions Partner, request access through your Partner dashboard.‍
• Automate access requests with Leadsie: Skip manual invites entirely and request and approve HubSpot access securely with one link.
  
  

What you need to know about HubSpot access

Before you add users or request access, it helps to understand how HubSpot organizes permissions. 

Don’t worry, it’s simpler than it sounds. Here’s a quick breakdown:

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Understanding HubSpot’s structure (subscriptions, hubs, and seats)

TL;DR: Your subscription decides which Hubs and tools your business has access to. Your seats determine who can actually use those tools.

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Subscriptions

HubSpot doesn’t have a one-size-fits-all plan. Instead, it offers four main subscription levels:

• Free (basic CRM tools for individuals or small teams just getting started)
  
• Starter (simple automation and essential tools for growing businesses)
  
• Professional (more advanced marketing, sales, and service tools for scaling teams)
  
• Enterprise (full-featured plans with deep customization, permissions, and reporting)

📌 Note: Every HubSpot subscription includes access to the CRM, which acts as the central database for all your customer data. The higher tiers have more advanced features.

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Hubs

HubSpot is made up of different ‘Hubs’, and each one focuses on a different area of your business.

For example:

• The Marketing Hub helps you create campaigns, forms, and automated workflows.
  
• The Sales Hub manages deals, pipelines, and quotes.
  
• The Service Hub handles support tickets and customer feedback.

Each Hub follows the same pricing tiers (Free, Starter, Professional, Enterprise).

You can either choose a general subscription that includes access to multiple Hubs, or subscribe to just one Hub if you only need its specific tools.

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Seats

A seat in HubSpot simply means a user.

When you invite someone to your account, you’ll assign them a seat type that controls what they can do. HubSpot currently uses a seat-based pricing model that applies to all Hubs and subscription tiers.

Here are three examples of seat types:

• View-Only Seat: A free seat that allows users to view your subscription tools, reports, and data but not make changes. Some tools (like forms or social posts) aren’t available to view-only users.
  
• Core Seat: A paid seat that gives full access to the tools and features in your subscription. Each subscription plan includes a limited number of Core Seats, and you’ll need to purchase add-ons to give more users this level of access.‍
• Partner Seat: A free seat available for certified HubSpot Solutions Partners* and providers, giving them access to all features in a client’s account without using up a paid seat.

*Note: HubSpot’s Partner Program includes certified agencies and consultants who are trained and approved by HubSpot to help businesses set up, manage, and optimize their accounts. These partners get special access, like free Partner Seats, so they can work within client accounts without using paid Core Seats.

How HubSpot’s pricing model affects user access

Since March 2024, HubSpot has been rolling out the above seats-based pricing model across all Hubs and subscription tiers.

If your account was created after March 5, 2024, you’re already using this model, AKA every user you add needs to be assigned a seat type.

If your account was created before that date, HubSpot may still be migrating you to the new system. In that case, you might not see the “Assign a Seat” step yet when adding users.

We’ll explain what this means in practice later on, but for now, just keep in mind that your account’s creation date affects how you add and manage users.

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User permissions

HubSpot doesn’t use fixed roles like Manager or Editor. Instead, it gives you granular control, meaning you can decide exactly what each user can view or edit by turning individual permissions on or off. 

For example, you could let a marketer publish emails but not access billing details.

💡 However, there’s one exception: the Super Admin role.

Super Admins have unrestricted access to every part of your HubSpot account. They’re the only ones who can create other Super Admins or make major account-wide changes.

However, a Super Admin’s access still depends on their seat type.

For example, a Super Admin with only a Core Seat can manage settings but cannot use advanced tools like Sales Playbooks or Sequences unless they’re assigned a Sales Seat.

Seats are the first step. Permissions are the second. Even Super Admins need the right seat to open both.

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If you’re working with an agency

If you work with an agency that is part of the HubSpot Solutions Partner Program, you can also assign users a Partner Admin role.

Partner Admins have similar access to Super Admins, but:

• They don’t need a paid seat, unlike most users.
  
• They can’t manage billing or financial details.
  
• They can’t add or remove Super Admins.

This role is perfect for agencies that need full operational access without using up a client’s paid Core or Sales seat. 

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Method #1: How to give access to HubSpot via email invite

If you just need to add a teammate, freelancer, or agency to your HubSpot account, sending an email invite is the standard way to go.

But before you start inviting people left and right, make sure your setup is ready:

• You’ve set up your HubSpot account and can access the Settings menu.
  
• You have enough paid seats (if you’re inviting someone who needs editing or Hub access). Remember: only users with a seat can use tools.

Now, here’s how to add someone:

Step 1. Click the ⚙️ settings icon in the top navigation bar of your HubSpot account. 

Step 2. In the left sidebar, go to “Users & Teams.” This is your control center for managing who has access and what they can do. Click “Create user.”

Step 3. In the Add email address(es) field, enter the email of the person (or people) you want to invite.

🔍 Pro tip: You can add multiple users at once by hitting “Enter” after each email address.

Step 4. Click “Assign a seat” to expand the section, and from the Seat assignment dropdown select the right seat type for that user.

‼️ Accounts created before 5 March 2024 may not see the Assign a seat section yet. That’s because it’s part of HubSpot’s new seat-based pricing model, which is still rolling out to older accounts. ‼️

Step 5. Click “Choose how to set access” to expand that section.

HubSpot gives you a few different options here:

• Use seat permissions: Automatically assigns default permissions based on the seat (Core, Sales, or Service) you chose.
  
• Make Super Admin: Gives full administrative control over users, tools, and settings—only use this for trusted team members.
  
• Start with a template: Pick a pre-set permission template for common roles like Sales, Marketing, or Service. You can edit this later if needed.
  
• Start from scratch: Manually toggle permissions on or off for complete customization.
  

‼️ HubSpot accounts created before 5 March 2024 may not see the Use seat permissions or Make Super Admin options yet. ‼️

Step 6. If you chose Start from scratch, click “Choose permissions” to expand the section. This is where you’ll set granular access—things like which Hubs they can use or what CRM data they can edit.

Step 7. Click “Next” and review your choices.

If the person you’re adding already has a HubSpot login (for another account, for example), you can skip sending a new welcome email by ticking “Don’t send an email invite when this user is added to HubSpot.” Otherwise, HubSpot will automatically send them an email invite so they can set their password and log in once you’re done.

‍Step 8. After creating the user, you’ll see several options to further set up your user.

• Send invite link: If you’d rather send the invite manually (for example, over Slack or email), expand Send an invite link and click “Copy invite link.”
  
• Add users to teams: If you’ve already organized your HubSpot account into teams (like “Sales” or “Marketing”), assign the user to the right one here. This helps control visibility and reporting later on.
  
• Assign presets (Professional & Enterprise): For larger teams, presets make it easy to apply the same settings—like dashboards or language preferences—across multiple users.
  
• Save permission sets (Enterprise only): If you’ve customized permissions from scratch and want to reuse them later, you can save this setup as a custom permission set to quickly apply to other users.
  

HubSpot will take up to five minutes to update the new permissions across its systems.

All done! Once the user accepts the invite and logs in, they can personalize their profile and adjust notification settings.

👉 Pro tip: If you’ve just changed someone’s access, ask them to log out and log back in—permission changes only take effect after they rejoin the workspace.

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🛠️ Troubleshooting invite emails

If you’ve added a new user but they never got the HubSpot invite email, don’t panic; it’s usually something simple. Here’s what to check first:

1. Check spam or promotions folders.
   Invite emails sometimes get filtered, especially in company-managed inboxes.
   
2. Double-check the email address.
   Make sure it’s spelled correctly and that the address actually exists and is active.
   
3. Check with IT about blocked HubSpot emails.
   Some company firewalls block HubSpot messages. Ask your IT team to allowlist HubSpot’s email domains and IPs (you can find these in HubSpot’s documentation).
   
4. If the email bounced.
   HubSpot automatically blocks addresses that bounce. In that case, you’ll need to contact HubSpot Support to manually unbounce it before you can resend the invite.
   
5. Still can’t find the email?
   You can resend the invite from your Users & Teams page or have the user go to the HubSpot login page and click “Forgot my password” to set up access manually.

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Method #2: How to give access to HubSpot using a CSV file

⚠️ If your HubSpot account was created before 5 March 2024, you might not see this CSV import option yet. HubSpot is still updating older accounts to the new system, where every user gets a “seat.”

If you’re adding a whole team or a few clients at once, the fastest way to give access is to import users from a CSV file. 

• You’ll need to be either a Super Admin or have Add and edit users permissions to do this.
• Before you start, create your CSV in Excel or Google Sheets.
• Label one column Email, since that’s how HubSpot identifies users. 
• Optional: Additional columns for First name, Last name, Team, or Seat.

💡 Tip: HubSpot only recognizes commas (,) as separators. Using semicolons or leaving blank spaces between values will cause an upload error.

Once your file’s ready:

Step 1. In your HubSpot account, click the settings icon in the top navigation bar.

Step 2. Go to “Users & Teams” in the left sidebar and click the “Import Users” button.

Step 3. Choose your CSV file (you can drag and drop it or click “Choose a file” to browse).

If your file has headers in another language, select the matching column header language before continuing.

Step 4. Click “Next.” 

HubSpot will show you a mapping table—this is where you make sure each column in your file (like “Email” or “Team”) matches the correct HubSpot property.

For example, your CSV might have a column called “Email.” HubSpot will automatically try to match that to its own “Email” field. If something doesn’t match—for example, it was named “Work Email”—you’ll just pick the right one from a dropdown.

Step 5. Make sure that everything is mapped correctly, fix any errors, then click “Next” again to move on to seat assignment and permissions.

Once imported, users will receive a HubSpot invite email to set up their account and password — or, if they already have one, they’ll be added automatically.

⚙️ Note: Only 100 users can be imported per file. If you’re adding more, just repeat the process with another CSV.

🛠️ Troubleshooting CSV imports

If something goes wrong while importing users from a CSV, HubSpot will usually flag the issue right away and show which rows need fixing. Here are the most common problems and how to quickly solve them:

1. Column mapping errors:
   HubSpot matches your file’s column names (like “Email” or “Team”) with its own properties. If something doesn’t line up, you’ll see a warning. Just choose the right HubSpot property from the dropdown before finishing the import.
   
2. Formatting mistakes:
   Double-check that:
   
   • The file is saved as .csv, not .xlsx or .xls.
     
   • Email addresses are valid and unique.
     
   • Each column has a header — HubSpot skips any data without one.
     
3. Missing data or incorrect seat assignment:
   If you notice users missing after the import, they might not have been assigned a seat, or their row had blank values. Open your import summary to check what was skipped.
   

📌 Pro tip: If you keep getting the same mapping or format error, download HubSpot’s sample user import file and mirror that structure.

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Method #3: How to give access to HubSpot through integrations

If your team already uses tools like Salesforce, Microsoft Dynamics 365, Pipedrive, Zoho, or NetSuite, you can import users directly from those integrations:

Step 1. In your HubSpot account, click the settings icon in the top navigation bar.

Step 2. In the left sidebar, go to Users & Teams, and click “Create user.”

Step 3. Open the Import CSV dropdown menu, then select your connected integration.

HubSpot will automatically display users from that platform. By default, all users with complete information will be selected—clear the checkboxes next to anyone you don’t want to import.

Step 4. Follow the remaining prompts to assign seats and set granular permissions just like you would when adding users manually (Method 1).

⚠️ Note: This option only appears if the integration is already connected and active. HubSpot won’t import users from an unlinked system, and it won’t automatically create HubSpot accounts for users who are missing required info such as email addresses.

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🛠️ Troubleshooting integration imports

Here are some things to watch out for when importing users from third-party integrations:

1. Integration not connected:
   You won’t see the import option unless your integration is active. Check Settings > Integrations > Connected Apps to confirm.
   
2. Missing email addresses:
   HubSpot can’t create a user without an email address. Make sure all users in the source platform have valid emails before importing.
   
3. Duplicate users:
   If a user already exists in HubSpot, the integration may skip them to avoid duplicates. You can merge duplicates later from your Users & Teams dashboard.
   
4. Permissions mismatch:
   Sometimes imported users don’t have the right access level—that’s normal. After import, open their profile to adjust seats and permissions manually.

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How to request access to a HubSpot account 

If you’re trying to get into someone else’s HubSpot account, for example, as a freelancer, consultant, or agency partner, there’s no built-in “request access” feature. HubSpot doesn’t let users automatically ask for access the way Meta or Google Business does.

Instead, someone inside the account with the right permissions (usually a Super Admin or a user with Add and edit users access) has to invite you manually. 

To get access, simply send your client the instructions above or use Leadsie to simplify it into a few clicks for them.

Note:HubSpot Solutions Partners have an additional option that’s faster and doesn’t take up a paid seat.

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How to request access as a HubSpot Solutions Partner

If you’re a certified HubSpot Solutions Partner or Provider, you don’t need to be invited manually like a regular user. Instead, HubSpot gives you a streamlined way to request access through your Partner account.

Here’s how it works:

1. In your Partner account, go to Partner > Client Access Manager.
   
2. In the upper-right, click “Get access link”, then “Copy link.”
   
3. Send this personal access link to your client.
   
4. Once the client approves it, you’ll automatically be added to their HubSpot account as a Partner Admin with the appropriate permissions and a free Partner Seat that doesn’t count toward your client’s paid seat limit.
   

This method is ideal for agencies that manage multiple client accounts. You can request access, manage employees, and update permissions directly from your Partner dashboard without juggling manual invites.

💡 Keep in mind: Partner Admins have elevated account access, but not full Super Admin privileges. For instance, they can’t manage billing or add/remove other Super Admins.

🔗 Want to automate parts of your client onboarding process? Check out our guide to the best tools for onboarding agency clients.

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How to automate access requests to HubSpot with Leadsie

For most agencies and freelancers, getting HubSpot access still means waiting for a client to invite you manually. Certified partners have it slightly easier with the Solutions Partner process.

We have a better solution 💡

Leadsie is client onboarding software that simplifies the account access process. Instead of sending your client step-by-step instructions or explaining where to find settings in HubSpot, you can request access securely through a single link.

Here’s how it works 👇

1. In your Leadsie account, enter the email address of the account that needs access.
   
2. Tick the box if you want to request Super Admin access.
   
3. Leadsie generates a secure access link—share it with your client.
   
4. The client signs in to HubSpot, approves your request, and you’re automatically added with the right permissions.

It’s that easy!

So, why use Leadsie to get HubSpot access instead of the manual or partner methods?

👉 No partner status required: Anyone can request HubSpot access through Leadsie.

👉 Simple for clients: Clients just click a link and approve; no setup, no confusion.

👉 Faster onboarding: You can get access in minutes, without waiting for manual invites or admin approval delays.

👉 Accurate access levels: You specify exactly what you need—including Super Admin— ensuring you get full access from the start.

👉 All-in-one access management: Use Leadsie to request access to 20+ other platforms too (Meta, Google, LinkedIn, and more).

‍🔗 Related article: 6 Ways Agencies Can Automate Client Onboarding

⚡ Agency hack: Get access to all your clients’ marketing accounts with one Leadsie link

Are you an agency that needs access to multiple marketing accounts?

With Leadsie, you can request and receive access to all your clients’ accounts in just a few minutes. 

Leadsie is a client onboarding software that simplifies requesting and giving access to marketing assets, social media, and ad accounts with one secure link. Get access to your clients' X, Facebook, Instagram, Google, TikTok, Shopify, LinkedIn, and other platform accounts without sharing passwords. 

Leadsie automates access management to deliver a fast, secure, and seamless onboarding experience—helping you impress clients and showcase professionalism from day one.

✅ Minimize frustrating chaser emails and calls for access

✅ Reduces your agency's turnaround time by over 50%

✅ Scales with your agency as you grow beyond onboarding 5-10 new clients a week

✅ Makes it possible to get access to 13+ social, marketing, and analytics platforms at once

✅ Start billable work and billing cycles for your new clients without delays

🎁 Try a free 14-day trial on us—no credit card needed!‍

P.S. It's risk-free, and you get to keep your account connections after the trial ends. 🙌