DRAFT | HubSpot User Permissions Guide

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.

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:

	Team Name	Nested Under	Who is a part of this team	Number of Active Members

	Team Name	Nested Under	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	Admin	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 Company	Customer Profile Management Team	4
9	KELC Sales	Kaplan Early Learning Company	Sales Admins & VP of Sales	4
10	Bids & Contracts	KELC Sales	Bids & Contracts Team	7
11	CAPL Teams	KELC Sales	Holds all CAPL Teams	1
12	Curriculum, Assessment Sales	KELC Sales \| CAPL Teams	C4L Sales Team	3
13	Curriculum, Assessment Support	KELC Sales \| CAPL Teams	CAPL Support Team	2
14	Professional Learning Sales	KELC Sales \| CAPL Teams	Professional Development Team	3
15	Eastern Region Sales	KELC Sales	Holds All Eastern Region Sales	0
16	Art Guye's Area (Eastern Region)	KELC Sales \| Eastern Region	Art Guye & Team	5
17	Bryan Fulton's Area (Eastern Region)	KELC Sales \| Eastern Region	Bryan Fulton & Team	5
18	Dave Kulick's Area (Eastern Region)	KELC Sales \| Eastern Region	Dave Kulick & Team	5
19	Florida Region Sales	KELC Sales \| Eastern Region	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	Luis Mejias & Team	4
22	Targeted Sales Team	KELC Sales \| Western Region	Pam Tester & Heather Presley	2
23	West Coast Sales Team	KELC Sales \| Western Region	Ron Duhart & Team	5
24	West Region Sales Team	KELC Sales \| Western Region	Mills Snowden & Team	4
25	NY Region Sales	KELC Sales	Mitch Bonder & Pam Bradley	2
26	Playground Sales	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