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Best Practices for Assigning Roles and Teams in HubSpot

For companies with multiple departments spanning different regions – whether nationally or internationally – maintaining an organized HubSpot portal that prevents disrupted data may seem impossible. However, using teams and user roles in HubSpot can create the structure needed to ensure your business data is preserving its quality while every team member is getting the access they need.

What Are Teams in HubSpot?

Teams in HubSpot allow you to categorize your users into groups for organizational purposes. You can create a team hierarchy by setting up parent-child relationships between your teams. For example, if you were a global business, your parent team may be named after your company and include all its pertinent information. In contrast, your child teams may be named after different regions and include their specific data, with different user roles inside your team.

How Do You Build Teams?

First, you’ll create a structure using parent-child relationships, where one universal team (the parent team) has branches (child teams). Start by navigating to your settings icon, then hitting Users & Teams, then selecting Teams. Once you’ve created your parent team, you’ll follow the same steps to build your child teams by building them under your parent team.

Building these teams also involves giving particular contact “permissions” or access to individual users or all users within a team. They include:

  • View Permissions – What contacts can a user from your organization see when in your HubSpot portal? For this permission, you can choose from these options: Everything (think: parent team), Team Only (i.e., child team), or Owned only (contacts they entered).
  • Communication Permissions – What contacts can a user email, call, or schedule a meeting with? In this situation, only 1:1 email communication is allowed. For this permission, you can select: Everything, Team Only, Owned Only, or None.
  • Edit Permissions – What contacts can a user edit, specifically contact or company properties? And finally, for this permission, choose from: Everything, Team Only, Owned Only, or None.

Read More: Websites That Work- How to Turn your Website into a Lead Generating  Machine

Assigning User Roles within Teams

After you’ve constructed your overall parent-child team structure, you can add users to individual teams and provide them with the correct roles they’ll need by navigating to your settings icon, clicking Users & Teams again, then hitting the Roles tab.

User roles help create consistency across job functions and the level of access needed for individual employees in HubSpot. Instead of going through and providing a user with different permissions, assigning a user role will set permissions across all tools of the HubSpot platform (Contacts, Marketing Hub, Sales Hub, Service Hub, and Admin).

For example, you may decide that you don’t want your users to access everything in HubSpot or you might have an employee whose job is to create and edit website pages, but you do not want them to access your CRM records. This is related to the permissions mentioned earlier where users can take into consideration those contact permissions to “view, edit and communicate” with HubSpot contacts that belong to a team only.

The overall importance of building these roles is to provide variation for the number of users and job functions across your company. So, try and create user roles that make sense to your business. For some ideas, you may consider:

  • admin
  • marketing
  • sales
  • regional
  • distributor
  • agency

How Can You Use Roles and Teams?

As noted, some businesses don’t want or need all of their users accessing everything in their HubSpot portal. Here are three ways to partition your user roles and teams.

By Contact:

One of the main concerns from companies with regional marketing teams is the usage of their contacts by marketers not in their region. Utilizing user roles within teams will lock down the access they have to view, communicate, and edit contacts outside of their area. So, leads or other contacts won’t receive marketing material from multiple sources that could potentially confuse their buyers’ journey.

By List:

Just like you wouldn’t want various marketers sending communication to the same contact, you wouldn’t want different sales representatives having personal conversations with the same lead. Because “communicate” permissions only extend to 1:1 email, list partitioning could help by assigning active and static lists to teams for the usage of specific communication. Additionally, users can only see lists assigned to their team or role.

By Content:

Partitioning separates the content in your HubSpot portal so users only see the content that’s relevant to them. Access can be assigned for the following tools:

  • landing pages
  • website pages
  • blog posts
  • marketing emails
  • forms
  • calls-to-action

Why Use HubSpot Teams and Roles?

Utilizing user roles and teams can help businesses with overlapping or regional departments from emailing or communicating with contacts outside of their region or department. It also helps reduce the error of overwriting content, not within a certain region or department. Essentially, it keeps your portal’s data clean and organized, and everyone focused on their job at hand.

For any help setting up teams or user roles, reach out today!