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How To Create HubSpot Permission Templates

Using HubSpot Permission Templates For Your Team

When your HubSpot portal starts growing (whether it’s more users, new departments, or client access) managing permissions manually gets risky. That’s where HubSpot permission templates come in handy. 

A permission template lets you pre-define what a type of user can see or do in your HubSpot account. You can apply that template to multiple users at once, saving time and preventing access issues.

Instead of editing each user’s access one by one, you manage permissions by role. This keeps your CRM cleaner, your data more secure, and your tools easier to use for each team.

How to Create HubSpot Permission Templates in Settings

Creating a permission template in HubSpot starts in your account settings. You’ll need Super Admin access to create or edit templates.

Steps for how to create HubSpot permission templates:

  1. Go to Settings (top-right gear icon) in your HubSpot portal.
  2. In the left-hand sidebar, click Users & Teams.
  3. Click the Permission Templates tab.
  4. Hit Create permission template.
  5. Name your template (e.g., “Sales – View Only” or “Marketing – Admin”).
  6. Select the Permissions you want this template to include:
    • CRM access (contacts, companies, deals)
    • Marketing tools (emails, forms, campaigns)
    • CMS tools (if using Content Hub)
    • Settings and admin features
  7. Click Save.

You can now assign this template to new or existing users when adding them to your portal.

How to Apply HubSpot Permission Templates to Users

Once you’ve created a permission template, applying it is straightforward. You can do this when inviting a new user or updating an existing one.

To apply a HubSpot permission template to users:

  • From Settings → Users & Teams, click Create user or select an existing user.
  • Under Permissions, choose Use a permission template.
  • Select the template from the dropdown list.
  • Save your changes.

HubSpot will apply all the permissions defined in the template to that user.

If you later edit the template, you can choose whether changes apply to all users currently using that template or only new ones moving forward.

Best Practices for How to Create HubSpot Permission Templates

To get the most out of permission templates, follow a few smart practices as your team grows:

  • Build templates by function: Create separate templates for Sales, Marketing, Support, Finance, or agency access.
  • Limit admin access: Only assign Super Admin rights to a small, trusted group.
  • Review templates quarterly: Audit your permission templates to ensure they still reflect your current team structure and tool access.
  • Use naming conventions: Include department and access level (e.g., “Sales – Full Access” vs. “Sales – Read Only”) to avoid confusion.

Templates are flexible, but staying consistent helps keep your HubSpot account clean and secure.

Can You Edit or Delete HubSpot Permission Templates Later?

Yes. You can go back into any template you’ve created and update the access settings at any time.

To edit or delete HubSpot permission templates:

  • Go to Settings → Users & Teams → Permission Templates.
  • Click the name of the template you want to modify.
  • Use the tabs to adjust what’s included.
  • Click Save to apply updates—or delete the template entirely if it’s no longer needed.

Keep in mind: if you edit a template that’s already applied to users, you’ll be prompted to choose whether changes should apply retroactively or only to future uses.

How HubSpot Permission Templates Compare to Custom Permissions

You can always assign custom permissions to individual users without using a template. But in larger teams or managed environments, templates are a better option.

Templates vs. custom permissions:

  • Templates = scalable, reusable, and consistent
  • Custom permissions = one-off user-by-user settings

If you find yourself recreating the same access rules manually for multiple people, it’s time to start using templates instead.

Common Use Cases for HubSpot Permission Templates

Here are a few examples of when HubSpot permission templates make sense:

  • Sales teams: Full access to contacts, deals, and reporting—no access to CMS or email tools
  • Marketing teams: Access to forms, campaigns, and workflows, but restricted from CRM deal stages
  • Contractors or freelancers: Access to blog posts or landing pages only—no CRM or settings access
  • Executives: Reporting access without edit rights in marketing or CRM tools

Templates give you control minus needing to micromanage every user.

Final Takeaways on How to Create HubSpot Permission Templates

HubSpot permission templates help you scale access with confidence. They keep your CRM organized, reduce the risk of human error, and simplify user management across your team.

Whether you’re onboarding new hires, working with partners, or just want cleaner governance, permission templates are one of HubSpot’s most useful admin tools.

Need help setting up permission templates the right way?
FMK helps in-house marketing teams and HubSpot admins configure permission structures, onboard users, and manage access securely without overcomplicating setup.

Reach out if you want help organizing users, assigning the right roles, or creating custom governance policies for your HubSpot portal.