How do I add and remove users in HubSpot?

Add users to give team members access to your HubSpot account, and deactivate or remove them when they no longer need it.

Before you start: you need Super Admin access, or the Add and edit users permission, to add users. Assigning paid seats also requires Modify billing permission. Only Super Admins can deactivate or remove other users.

Add users

Step 1: Make sure you have seats available
If your HubSpot account uses seats (most accounts created on or after March 5, 2024), each user who needs paid tools must be assigned a Core, Sales or Service seat. If you're out of seats, purchase more first or contact Gate 39.

Step 2: Create the users

1. In HubSpot, click the settings icon in the top navigation bar.
2. In the left sidebar, click Users & Teams.
3. At the top right, click Add users, then choose how to add them:
   • Create new: enter each email address, pressing return after each one.
   • Import: upload a .csv file with an Email column. Newer accounts can also include columns such as first name, last name, job title, seat and team, and can import up to 2,000 users at once.
   • From an integration: if HubSpot is connected to Salesforce, Microsoft Dynamics 365, NetSuite, Pipedrive or Zoho, you can import users from that system and clear any you don't want to add.
4. Assign seats, permissions and teams.
5. To email the new users an invitation, keep Send email invites to these users selected. Click Customize to edit the message. If the person already has a HubSpot login from another account, you can skip the invite.
6. Click Add user (or Add users), then click Done.

Step 3: Set permissions

1. Hover over the new user and click Edit permissions.
2. Under Choose how to set access, select one option:
   • Make Super Admin: full access to all users, tools and settings. Only give this to people who manage the account.
   • Start with a template: apply a preset based on the person's job function.
   • Start from scratch: turn individual permissions on or off.
   • Use seat permissions (newer accounts): give the user the default access for their seat.
3. Under Choose permissions, adjust any permissions as needed, then click Next.
4. Review the Seat assignment and Permissions summary, then click Create user.

Step 4: Finish setup (optional)
On the Customize users page, you can:

• Copy an invite link to send the user directly.
• Add the user to teams.
• Assign presets (Professional and Enterprise).
• Save the permissions as a reusable permission set (Enterprise only).

The new user will receive an email to set their password and log in, and can then set up their profile.

If the invite doesn't arrive within five minutes:

• Confirm the email address is spelled correctly in Users & Teams.
• Ask the user to check their junk or spam folder.
• Ask your IT team whether a firewall or email filter is blocking HubSpot emails.
• Hover over the user, click Actions, then Resend invite.
• If the invite still doesn't arrive, send them a password reset email, or have them use "Forgot password" on the HubSpot login page.

Remove users

In HubSpot, removing a user is a two-step process: you deactivate them first, then you can remove them completely.

Before you deactivate or remove a user:

• Reassign records and assets. Move contacts, companies, deals and tickets they own to another user.
• Check tools that include them. Update workflows or filters that reference them, and remove them from meeting scheduling pages, round-robin meetings and meeting rotations, or contacts may keep booking meetings with them.
• Know what happens to their email. Their connected personal email inbox will be disconnected, and any scheduled sequence emails will stop.
• Check Account & Billing. If they're a point of contact there, replace them first. You'll find this under your account name > Account & Billing > Company Info.
• Check social media accounts. If they managed any connected social accounts, you may need to reconnect those after removing them.
• Check private apps. If they created a private app or integration, removing them can break it. Check with Gate 39 first.

To deactivate a user:

1. Go to Settings > Users & Teams.
2. Hover over the user, click Actions, then select Deactivate user.
3. Review the notice and click Deactivate user. The change can take up to five minutes to take effect.

To bring them back later, click the user's name, then Actions > Reactivate user.

To remove a user completely:

1. Go to Settings > Users & Teams.
2. Use the status filter to show Deactivated users, then click the user's name.
3. At the top right, click Actions, then select Remove from account.
4. Review the notice, reassign any remaining seats or assets, then click Continue and Confirm.

To remove several deactivated users at once, select their checkboxes and click Remove.

Please note: HubSpot Support can't deactivate or remove users for you, for security reasons. A Super Admin in your account has to do it. If you need help, contact Gate 39 through the Customer portal.

 References
[1] HubSpot – Add and update HubSpot users (updated Sep 15, 2026)
[2] HubSpot – Deactivate and remove HubSpot users (updated Aug 3, 2026)
[3] HubSpot – Deactivate and remove HubSpot users (search result, Sep 28, 2026)
[4] HubSpot – User permissions guide