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titleIntroduction & Overview

Welcome to the HubSpot User Permissions Guide. This document serves as a comprehensive resource to outline the various user roles and permissions within the HubSpot platform. At Kaplan Early Learning Company, we understand the significance of establishing clear guidelines for user access to ensure the efficient and secure management of our HubSpot environment.

As we continue to champion play and learning experiences for educators, children, and families globally, it is crucial to have a structured approach to user permissions. This guide aims to provide a framework for defining roles, responsibilities, and access levels within HubSpot, promoting a streamlined workflow while safeguarding sensitive information.

Effective user permissions not only contribute to the seamless operation of our systems but also play a vital role in upholding the principles of security and compliance. Whether you are an Administrator, Marketing User, Sales User, or hold a custom role, understanding and adhering to the permissions outlined in this guide is key to maximizing the potential of HubSpot while maintaining a secure and collaborative environment.

We encourage all users to familiarize themselves with the contents of this guide and refer to it as a reference for onboarding, day-to-day operations, and troubleshooting scenarios. By doing so, we contribute to the collective effort in transforming lives through play while ensuring the integrity and confidentiality of our data.

Thank you for your commitment to upholding these standards. Together, we create an environment where every voice is included, ideas are nurtured, and we continue to champion play in the spirit of Kaplan Early Learning Company.

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For each member of the team, we assign them to a Team, a Permission Set, and depending on their position a paid HubSpot Seat. In HubSpot, both teams and permission sets are tools designed to manage user access and permissions within the platform. However, they serve slightly different purposes:

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Some team members may be assigned a Sales Seat and/or Service Seat based on their role and needs within HubSpot. Main features of these seats include access to: Sequences, Playbooks, Lead rotation, and simple automation features.

Kaplan Teams:

Active TeamsActive TeamsActive TeamsAdminMarketingKELC KELC SalesKELC KELC

Team Name

Nested Under

Team Name

Who is a part of this team

Number of Active Members

1

Admin

Administrators & Key IT members

8

2

KELC ACTIVE - Assisted Customer Support Team

Active Teams

Assisted Customer Support staff available for immediate ticket routing.

2

3

KELC ACTIVE - Customer Account Support (Available Members)

Active Teams

Customer Account Support staff available for immediate ticket routing.

10

4

KELC ACTIVE - Key Accounts (Available Members)

Active Teams

Key Accounts staff available for immediate ticket routing.

6

5

Free Team

Admin

Members with no specific access

28

6

Marketing

AdminMarketing

A mix of Marketing and some Merchandise Team members

17

7

Kaplan Early Learning Company

Marketing

Executives

7

8

Customer Profile Management

Kaplan Early Learning CompanyCustomer Profile Management

Customer Profile Management Team

4

9

KELC Sales

Kaplan Early Learning CompanyKELC Sales

Sales Admins & VP of Sales

4

10

KELC Sales

Bids & Contracts

KELC Sales

Bids & Contracts Team

7

11

CAPL Teams

KELC Sales

CAPL Teams

Holds all CAPL Teams

1

12

Curriculum, Assessment Sales

KELC Sales | CAPL TeamsCurriculum, Assessment Sales

C4L Sales Team

3

13

Curriculum, Assessment Support

KELC Sales | CAPL TeamsCurriculum, Assessment Support

CAPL Support Team

2

14

Professional Learning Sales

KELC Sales | CAPL TeamsProfessional Learning Sales

Professional Development Team

3

15

Eastern Region Sales

Eastern Region KELC Sales

Holds All Eastern Region Sales

0

16

KELC Sales | Eastern Region

Art Guye's Area (Eastern Region)

KELC Sales | Eastern Region

Art Guye & Team

5

17

KELC Sales | Eastern Region

Bryan Fulton's Area (Eastern Region)

KELC Sales | Eastern Region

Bryan Fulton & Team

5

18

KELC Sales | Eastern Region

Dave Kulick's Area (Eastern Region)

KELC Sales | Eastern Region

Dave Kulick & Team

5

19

Florida Region Sales

KELC Sales | Eastern RegionFlorida Region Sales

Jamilet Diaz & Team

4

20

Western Region Sales Teams

KELC Sales

VP of Western Region

1

21

Midwest Region Sales Team

KELC Sales | Western Region

Midwest Region Sales Team

Luis Mejias & Team

4

22

Targeted Sales Team

KELC Sales | Western RegionTargeted Sales Team

Pam Tester & Heather Presley

2

23

West Coast Sales Team

KELC Sales | Western Region

West Coast Sales Team

Ron Duhart & Team

5

24

West Region Sales Team

KELC Sales | Western RegionWest Region Sales Team

Mills Snowden & Team

4

25

NY Region Sales

NY Region KELC Sales

Mitch Bonder & Pam Bradley

2

26

Playground Sales

Playground KELC Sales

Ken Anderson & Team

5

27

Gryphon House

Gryphon House

Stephanie Roselli

1

Permission Sets:

https://docs.google.com/spreadsheets/d/1Zf53xWD5TKJu8rRLxtVKLBFDhOHRpuNEmtE8bEaHyWo/edit?usp=sharing

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