How to add team members on HubSpot

beginner 8 min read Updated 2026-03-18

Quick Answer

Navigate to Settings > Users & Teams, click 'Create user', enter the team member's email and details, assign appropriate permissions and teams, then send the invitation. The new user will receive an email to complete their account setup.

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Prerequisites

HubSpot account with admin permissions
Team member email addresses
Understanding of user roles and permissions

Step-by-Step Instructions

Access user management settings

Click the Settings icon (gear symbol) in the top navigation bar of your HubSpot account. From the left sidebar menu, navigate to Users & Teams under the Account Setup section.

Make sure you're logged in as a user with admin or super admin permissions to access user management features.

Start creating a new user

On the Users & Teams page, click the Create user button in the top right corner. This will open the user creation form where you can add team member details.

Enter basic user information

Fill in the required fields: Email address, First name, and Last name. The email address will serve as their login username and where they'll receive the invitation to join your HubSpot account.

Use the team member's business email address for better organization and security.

Assign user permissions and seat type

Select the appropriate Seat type (Sales Hub, Marketing Hub, Service Hub, or CMS Hub) based on their role. Choose their Permission level from options like View only, Standard, or Admin depending on what access they need.

Start with minimal permissions and upgrade as needed - it's easier to grant more access later than to restrict it.

Add user to teams

In the Teams section, select which teams the new user should join by checking the appropriate boxes. Teams help organize users and control access to specific contacts, companies, and deals.

If you haven't created teams yet, you can skip this step and add the user to teams later.

Configure additional settings

Set the user's Default pipeline and Default lead status if they'll be working with deals or contacts. You can also assign them as an owner of existing contacts or companies if needed.

Send the invitation

Review all the information you've entered, then click Create user to send the invitation. The new team member will receive an email with instructions to set up their password and access the account.

The invitation link expires after 14 days, so make sure your team member accepts it promptly.

Verify user setup

Once the user accepts the invitation, they'll appear in your Users & Teams list with an active status. You can edit their permissions, teams, or other settings by clicking on their name in the user list.

Consider scheduling a brief onboarding session to help new users navigate HubSpot's interface and understand your team's workflows.

Common Issues & Troubleshooting

Cannot see the 'Create user' button

This indicates you don't have admin permissions. Contact your HubSpot account administrator to either add the user for you or upgrade your permissions to Admin or Super Admin.

Team member didn't receive invitation email

Check their spam/junk folder first. If not found, go to Users & Teams, find the pending user, and click Resend invitation. Verify the email address is correct.

Error message about seat limits

Your HubSpot plan has reached its user limit. Either upgrade your plan to include more seats or remove inactive users by going to Users & Teams and deactivating unused accounts.

New user cannot access certain tools or features

Check their seat type and permission level in Users & Teams. Make sure they have the correct Seat type for the tools they need and sufficient permission levels for their role requirements.

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