HubSpot User Permissions Guide

Introduction & 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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https://knowledge.hubspot.com/user-management/hubspot-user-permissions-guide

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:

Teams:

What it is: In the context of HubSpot, teams are essentially groups of individuals who share similar roles or responsibilities. For instance, you might have a "Sales Team" or a "Marketing Team," where members collaborate on related tasks.
Why it matters: Teams streamline collaboration and task assignment, making it more organized and efficient within the platform.
Note: Teams are nested within one another to facilitate access to reports for marketing reporting. This nesting doesn't imply any hierarchy or preference among the teams.

Permission Sets:

What it is: Permission sets act as tailored toolkits for individual users. Instead of a one-size-fits-all approach, they allow customization of access and actions based on specific job requirements.
Why it matters: Permission sets ensure that each team member has precisely the access they need, even if their role is unique. It's akin to providing personalized access keys, ensuring everyone can perform their tasks effectively and securely.

Seats:

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:

	Nested Under	Team Name	Who is a part of this team	Number of Active Members
1		Admin	Administrators & Key IT members	8
2	Active Teams	KELC ACTIVE - Assisted Customer Support Team	Assisted Customer Support staff available for immediate ticket routing.	2
3	Active Teams	KELC ACTIVE - Customer Account Support (Available Members)	Customer Account Support staff available for immediate ticket routing.	10
4	Active Teams	KELC ACTIVE - Key Accounts (Available Members)	Key Accounts staff available for immediate ticket routing.	6
5	Admin	Free Team	Members with no specific access	28
6	Admin	Marketing	A mix of Marketing and some Merchandise Team members	17
7	Marketing	Kaplan Early Learning Company	Executives	7
8	Kaplan Early Learning Company	Customer Profile Management	Customer Profile Management Team	4
9	Kaplan Early Learning Company	KELC Sales	Sales Admins & VP of Sales	4
10	KELC Sales	Bids & Contracts	Bids & Contracts Team	7
11	KELC Sales	CAPL Teams	Holds all CAPL Teams	1
12	KELC Sales \| CAPL Teams	Curriculum, Assessment Sales	C4L Sales Team	3
13	KELC Sales \| CAPL Teams	Curriculum, Assessment Support	CAPL Support Team	2
14	KELC Sales \| CAPL Teams	Professional Learning Sales	Professional Development Team	3
15	KELC Sales	Eastern Region Sales	Holds All Eastern Region Sales	0
16	KELC Sales \| Eastern Region	Art Guye's Area (Eastern Region)	Art Guye & Team	5
17	KELC Sales \| Eastern Region	Bryan Fulton's Area (Eastern Region)	Bryan Fulton & Team	5
18	KELC Sales \| Eastern Region	Dave Kulick's Area (Eastern Region)	Dave Kulick & Team	5
19	KELC Sales \| Eastern Region	Florida Region Sales	Jamilet Diaz & Team	4
20	KELC Sales	Western Region Sales Teams	VP of Western Region	1
21	KELC Sales \| Western Region	Midwest Region Sales Team	Luis Mejias & Team	4
22	KELC Sales \| Western Region	Targeted Sales Team	Pam Tester & Heather Presley	2
23	KELC Sales \| Western Region	West Coast Sales Team	Ron Duhart & Team	5
24	KELC Sales \| Western Region	West Region Sales Team	Mills Snowden & Team	4
25	KELC Sales	NY Region Sales	Mitch Bonder & Pam Bradley	2
26	KELC Sales	Playground 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