HubSpot Education Partner Program

What are the permission and access that I should grant to my students?

You can customize permissions for new and existing students in your HubSpot account - find out more.

 
Heads up! We're going to get pretty granular here.
 
Simply put, you should know that 1) permissions and access are important and 2) you can grant all your students blanket access. 
 
A simple answer is below. However, if you want to get more details on this, feel free to read to the bottom .

Simple Version

To Edit User Permission, in your HubSpot account, click the settings icon settings in the main navigation bar. Click Users & Teams in the left sidebar menu. Click the name of the user. In the right pane, navigate the tabs to grant and restrict permissions. If you've created roles, you can assign a role to the user to grant them the role's permission set. In the right panel, click the Role dropdown menu and select the role you want the new user to have.

To make the user a Super Admin, click the Actions dropdown menu and select Make Super Admin. You probably only want to grant Super Admin access to other professors. This will automatically give access to the user all tools and settings. Please note: you must be a Super Admin to give other users Super Admin access. At the bottom of the pane, click Save.

If you want to edit the permissions for multiple users at once:

Select the checkbox next to the user(s) whose permissions you want to edit. At the top of the table, click edit Editsettings-edit-users-in-bulk

In the right panel, navigate the tabs to grant and restrict permissions. Click Change next to specific permission(s) to adjust the users' access. settings-edit-users-in-bulk-change-panel

Click Save. Giving a user no access will effectively delete the user. All users must have access to at least one product to exist as a user.

HubSpot students with admin access can customize permissions for new and existing students in your HubSpot account. 

    By default, all students will have access to the contacts that you make. On the Contacts tab, you can set more granular permissions and restrictions for contacts, companies, and tasks, and other functions relating to the CRM.

    Typically, you have three options to control the set of contacts, companies, and tasks the student can view. The options are EverythingTeam only, and Owned only.

    • If you set a student's access to "Everything" - they'll be able to see all of the work of anyone belonging to your portal
    • If you set a student's access to "Team Only" - they'll be able to see all of the work of anyone belonging to their team in your portal.
    • If you set a student's access to "Owned Only" - they'll be able to see all of their own work and no one else's. 

      More Complicated Version:

      We can get pretty granular, but if you are concerned with access issues for your students, 

      • Ads: select the checkboxes to grant Publish or Read access to the ads tool.
      • Blog: select the checkboxes to grant the student PublishWrite, or Read access to the blog tool. Students with Write access can create content in the blog tool, but cannot publish new posts or update live posts.
      • Email: select the checkboxes to grant the student PublishWrite, or Read access to the email tool. students with Write access can create emails, but cannot send marketing emails or save emails for automation to use in workflows (Marketing Hub Professional  only).
      • Landing pages: select the checkboxes to grant the student PublishWrite, or Read access to the landing pages tool. students with Write access can create landing pages but cannot publish new pages or update live pages.
      • Website pages: select the checkboxes to grant the student PublishWrite, or Read access to the website pages tool. students with Write access can create website pages but cannot publish new pages or update live pages.
      • URL redirects: select the checkbox to grant the student Read or Write permissions in the URL redirects tool. students with Write access can create and update URL redirects.

      Please note: a student must have Write or Publish access to at least one of the marketing tools above in order to access the calls-to-action tool.

      • HubDB (Website add-on only): select the checkboxes to grant the student PublishWrite, or Read access to HubDB.
        • Read: the student can see data within the table rows and export data, but cannot add additional data.
        • Write: the student can add rows to a table, clone locked rows, import data, and export data.
        • Publish: the student can add new rows, edit existing rows, and delete rows from a table.

      Please note: students must have Edit HubDB tables enabled in admin access to update table settings and create, clone, unpublish, or delete HubDB tables.

      • Social publishing: click the dropdown menu to control the social accounts the student can publish to. students with All accountsTheir accounts only, or Draft only social permissions can see all shared social accounts in social monitoring, publishing, and reports, as well as any social accounts they connected.
        • All accounts: the student can publish to social accounts they connected, or to any shared social accounts. The student can also configure social settings.

        • Their accounts only: the student can publish to social accounts they connected.

        • Draft only (Marketing Hub Enterprise only): the student cannot publish to any social accounts, but can create draft social posts in social accounts they connected or any shared social accounts.

        • None: the student has no access to the social tool, which will not appear in the navigation menu when they are logged in.
      • Liststoggle the switch on to grant the student access to the lists tool.
      • Forms: toggle the switch on to grant the student access to the forms tool.
      • Reporting: toggle the switch on to grant access to reporting tools.
        • The reporting tools include traffic analytics, page performance, keywords, competitors, events (Marketing Hub Enterprise only), and reports settings. This also controls access to the campaigns tool (In your HubSpot account, navigate to Marketing > Planning and Strategy > Campaigns.)
        • The setting does not control access to the reporting add-on. Permissions relating to the reporting add-on are in the Admin section under Edit reports ownership.
      • Edit code templates & modules: toggle the switch on to grant the student the ability to edit coded templates and modules, which appear in the Coded Files folder of the design manager. students without the Edit code templates & modules permission cannot access the template marketplace.
      • Content staging: toggle the switch on to grant the student access to the content staging tool.
      • Edit content settings: toggle the switch on to grant the student the ability to edit content settings, including the Website settings.

      Sales

      On the Sales tab, you can set more granular permissions and restrictions for deals and the sales tools.

      Deals Access

      The settings below apply to deals.

      • View: click the dropdown menu to control the set of deals the student can view.
        • The options are EverythingTeam onlyanOwned only.
        • When selecting Team only or Owned only, select the Unassigned checkbox to allow the student to see unassigned deals.
      • Edit: click the dropdown menu to control the set of deals the student can edit.
        • The options are EverythingTeam onlyOwned only, and None.
        • When selecting Team only or Owned only, select the Unassigned checkbox to allow the student to see unassigned deals.
        • To prevent the student from creating new deals or editing any existing deals, select None.

      Please note: ownership permissions are based on the Deal owner property and custom HubSpot student field type properties. students with Team ownership permissions can access records owned by any members of their assigned team(s) and, if you have parent-child teams (Enterprise accounts only), the members of their team's child teams.

      Sales Access

      • Sales Access: toggle this switch on to grant the student access to sales templates, documents, and calling. With the switch on, the student with admin access can further edit the sales permission for the student.
      • Sales Starter/Professional/Enterprise: toggle the Sales Starter/Professional/Enterprise switch on to grant the student access to sales tools available for the seat: messages (Sales Hub Starter, Professional, and Enterprise only), sequences (Sales Hub Starter, Professional, and Enterprise only) and playbooks (Sales Hub Enterprise only).

      Please note: If you've assigned all of your paid seats, you can click Purchase another User to upgrade a student. Learn more about managing paid Sales Hub students.

      • Quotes: select the checkboxes to grant the student Publish or Write access for quotes. 
      • Set playbooks permissions: select the checkboxes to grant the student Publish or Write access to playbooks. Only Sales Hub Enterprise students with admin access can edit a student's Publish and Write permissions for playbooks.user-permissions-sales

      Service

      On the Services tab, you can set more granular permissions and restrictions for tickets and the service tools.