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Add New User to Hubspot

Procedure – Add New User Follow the steps below to add a new user in HubSpot.

Step 1: Login to HubSpot

  1. Open HubSpot.
  2. Login using Super Admin credentials.

Step 2: Navigate to Settings

  1. Click Settings Icon (top right corner).
  2. Select:

Users & Teams

Step 3: Create New User

  1. Click:

Create User

  1. Enter:
  • User Name
  • Email Address
  1. Click:

Next

Step 4: Assign Role and Permissions

Assign appropriate permissions based on job role.

Common Role Types:

  • View-only User
  • Developer User
  • Service Desk User
  • Administrator

Follow principle:

Least Privilege Access

Grant only required permissions.

Step 5: Assign License

Select appropriate license:

Common license types:

  • Core Seat
  • Service Professional Seat
  • View-only Seat
  • Developer Seat

Important:
Service Professional Seats are limited and must be used carefully.

Step 6: Assign Team (Optional)

If applicable:

  1. Select team name.
  2. Assign user to appropriate group.

Step 7: Send Invitation

  1. Click:

Send Invite

System will:

  • Send login email
  • Activate user account

Step 8: Verify User Creation

Confirm:

  • User appears in Users list
  • License is assigned
  • Role is correctly configured
  1. Post-Creation Validation

After user creation:

Verify the user can:

  • Login successfully
  • Access assigned modules
  • View required dashboards
  • Create or view tickets (if applicable)
  1. Customer Portal Access (If Required)

If the user requires portal access:

  1. Enable customer portal access
  2. Assign required portal permissions
  3. Test login functionality
  1. Troubleshooting

Issue: User Not Receiving Invitation Email

Check:

  • Email spelling
  • Spam/Junk folder
  • Domain restrictions

Action:

Resend invitation.

Issue: License Not Available

Action:

  • Check inactive users
  • Reclaim unused seats
  • Contact administrator

Issue: User Cannot Login

Check:

  • Audit logs
  • User activation status
  • Password setup completion
  1. Security Guidelines

Follow these rules:

  • Do NOT assign unnecessary admin rights
  • Avoid sharing login credentials
  • Monitor audit logs regularly
  • Disable access immediately during offboarding