CRM Admin Instructions

Creating New Users

1. In you HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, navigate to the Users & Teams.
3. In the upper right, click Create user.
4. You can add users through:
   1. Email address: enter the email addresses into the Add email address(es) If you add multiple users at the same time, you should separate email addresses with a comma or a space.
   2. CSV file: import users from a CSV file. In excel, add an email column with the email addresses of your users, and then save the file in a .csv format. Click A CSV file, then drag and drop your .csv file, or click choose file to browse files on your computer
      1. Max of 100 users can be added at a time using a CSV file

Set User Access Levels

Setting up user access levels, once you have added new users.

1. Click Assign a seat to expand the section. Click the seat assignment dropdown menu to select the correct seat type for the user.
   1. A seat is the manner and level of access your users have to your subscription services.
      1. Core Seat: provides your user with access to the features and tools in the subscription services you have purchased.
      2. Sales Hub Seat: provides your user with access to Sales Hub, and access to use features for Sales Hub professional and Sales Hub Enterprises.
      3. Service Hub Seat: provides your user with access to Service Hub and access to use advanced features.
      4. View-Only Seat: allows your user to view your subscription services without making any changes to your account.
   2. Click Choose how to set access to expand the section. Select one of the following permission setup options.
      1. Use seat permissions: users will have default permissions based on the seat you selected.
      2. Make Super Admin: users can manage all users, tools, and settings.
      3. Start with a template: users can be assigned a template based on the user’s job function. Click Choose a template to expand the section. Click choose a user or role-based template dropdown menu to select a template.
      4. Start from scratch: users can start from scratch to fully customize user access levels
   3. Click choose permissions to expand the section. Toggle the permissions on and off as needed.
   4. Click

Add User To Spartech Team

• Add users to teams: To add users to a team, click Add you users to a team to expand the section, then click the dropdown menus to add users to main teams and extra teams.

Assign Onboarding and Training Tasks

When new users are added to HubSpot AND they accept the invitation via email, this workflow will automatically assign them onboarding & training tasks, and notify them via email.

New CRM User Process

When a new member is added to the team

1. HR will onboard the user
   1. Payroll, legal, etc.
2. IT will create an email and login for them to the overall Spartech system
3. Sales manager will reach out to Penny/Dawn to create a user in HubSpot.
4. Penny/Dawn will create the new user in HubSpot
5. Penny/Dawn will send an email to the user regarding the onboarding tasks, and lay out expectations that they are completed within 2 weeks.
   1. Ensure that the sales manager is CC’d on the email, as they will be expected to follow up on it.

FAQ’s

1. What is the process for getting the Microsoft 365 add-in installed for a new user?
   1. User will reach out to IT to get the add-in installed.
   2. IT will reach out to Duane for his permission.
   3. Duane confirms that it is okay.
   4. IT will install the add-in.
2. What videos are best for a new user to view?
   
   1. This Training Video

Additional Resources

1. Add HubSpot users
2. HubSpot user permissions guide
3. Creating and Managing Teams
4. Manage user preferences with presets’