Remove HubSpot users

It is recommended to deactivate or remove a HubSpot user from your HubSpot account when they are no longer using it, particularly if they are no longer employed by the company or have moved to a new position where access to HubSpot is no longer needed. It's also recommended to remove users when they have been deactivated and aren't expected to return. 

Understand the difference between deactivating and removing a user

If you want to remove a user from your HubSpot account, you first need to deactivate them. After deactivation, you can then completely remove the user from your HubSpot account. The following explains the differences between deactivating and removing a user.

• Deactivate a user:
  • The user will no longer be able to log in or access the account, but their user profile and associated data will remain for reporting and forecasting.
  • The user can be reactivated later with their current assets. For example, the user will remain assigned to their records.
  • The user will no longer receive notifications.
  • The user will keep their paid seat, but the seat won't count against the account's seat total.
  • The user will be unassigned from conversations and assets, as well as removed from reports. Learn more about what gets removed from the account when removing a user.

• Remove a user:
  • The user must be deactivated before you can fully remove them from your account.
  • The user will no longer be able to log in or access the account, and their user profile will be removed from the account.
  • The user will be unassigned from conversations and assets, as well as removed from reports. Learn more about what gets removed from the account when removing a user.

Who can deactivate or remove users

Users with Super Admin permission can deactivate and remove other users. In addition, a user can remove themself from a HubSpot account or fully delete their user account after they've been removed from all HubSpot accounts. Deleting a user account will fully remove it from HubSpot systems. 

How to deactivate a user

Deactivating a user allows you to preserve the user’s historical activities without losing access to important data. When deactivated users are reactivated, their historical activities like property changes and content updates will still be available.

Understand the prerequisites before you deactivate a user

Before deactivating a user, please note the following:

• It's recommended that you reassign any assets the user owns before you deactivate the users.
• If the user owns any assets or is included as criteria for a filter (e.g., workflows), you should manually remove them from those tools.
• If the user owns any scheduling pages, is included in any group or round-robin scheduling pages, or is part of a meeting rotation, you should delete or reassign them so they don't get booked for meetings.

Please note: it is not possible to delete or transfer ownership of a user's default meeting link. In these cases, ask the user to turn off scheduling pages in their user settings before deactivation, or remove the user after deactivating them. Users in an Enterprise account can log in as another user to turn off scheduling pages.

• • In the event that a user's scheduling page is not reassigned or removed, if the user stays a member of a group or round-robin scheduling page, or if they are included in a rotation, meetings will continue to be scheduled for the user. As a result, a contact may receive an invitation for a meeting with the deactivated user.

• • If a meeting is booked for a contact, either through the owned scheduling page of the deactivated user, through a group or round-robin scheduling page, or through a rotation, the meeting won't show on the contact's activity feed. If the contact booked through a scheduling page, the page view will show in the user activity feed.
  • After ‌user deactivation, workflow automation will no longer work for meeting bookings. For example, if a workflow is set up to trigger when a meeting is booked with the deactivated user, it won’t trigger after deactivation.
    
    

• If a user is set as a point of contact in your Account & Billing settings, you'll need to remove them from the role.
• Deactivated users will be skipped when using the rotate record owner workflow action, and will be removed as options when setting the owner of a record.
• Once a user is deactivated, their personal emails will be disconnected. They'll be unable to log new emails to the CRM, including any scheduled sequence emails. 
• Any team emails the user connected to the conversations inbox will remain connected.

Steps to deactivate a user 

To deactivate a user: 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Hover over the name of the user, then click Actions, and select Deactivate user.
• In the dialog box, review the advisory, then click Deactivate user. The user will receive an email indicating their profile has been deactivated.

How to reactivate a deactivated user

To reactivate a user who was previously deactivated: 

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.
• Click the name of the user. The user's status will show as Deactivated in the top left.
• In the top right, click Actions, then select Reactivate user. Any seats assigned to the user prior to deactivation that were not unassigned will be reactivated. Click the Access tab to see if the user is assigned to any seats.
• In the dialog box, click Reactivate user. The user will receive an email indicating their profile has been reactivated.
   

How to remove a user

Before fully removing a user from your HubSpot account, the user must be deactivated. Removing a user completely removes their user profile and all their associated information from the HubSpot account. 

Understand the prerequisites before you remove a user

Before removing a user, please note the following:

• Before removing a user, you should reassign any records owned by the user. Learn more about setting ownership of records in HubSpot.
• If a user is set as a point of contact in your Account & Billing settings, you'll need to remove them from the role before you can remove them as a user.
• When you remove a user, you cannot restore that user. Instead, you must go through the user creation process again. Records that were once assigned to the removed user should be re-assigned once they are added back.

• When a user is removed from an account, HubSpot will not delete any assets or activities that they created. This includes assets such as blog posts, pages, lists, workflows, forms, and reports, as well as sales activities such as logged emails and notes. Assets will show Deactivated/Removed (user's email address) as the creator.

• Any scheduling pages created by the removed user will be deleted.

• Any social messages published by the removed user will remain published. However, if the removed user was the administrator for any social media accounts, you may need to reconnect those accounts.

• The user will remain as a blog author. Learn how to delete the blog author profile manually.
• Any marketing emails created by a removed user will remain, but all user information associated with the marketing email will disappear. For example, no name will be shown when you view who the marketing email was created by.

• Any sequences, templates, and documents created in your account will remain; however, the removed user must have shared their sales templates prior to removal for other users to access them.

• Any conversations that were assigned to the removed user will be unassigned.
• If you remove a user from your account, Deactivated/Removed (user's email address) will appear in the ownership property for any contacts, companies, deals, and tickets owned by that user. If your HubSpot account is synced with Salesforce and the removed user is still a Salesforce user, the user's name will appear as Name (Salesforce), as it does for SFDC users who never had HubSpot access.
• If you remove a user who created a private app or remove their super admin permissions, any association calls in the private app will fail with the error: USER_DOES_NOT_HAVE_PERMISSIONS. If this happens, it is recommended to either:
  • Re-create a new private app.
  • Rotate the access token.
  • Add the user back, with the same permissions used to create the app. 
• After a user is removed from your account, they will no longer appear as an option in filters, such as in lists or dashboards. You can display removed users in your filters by selecting the Show deactivated and removed owners checkbox when filtering.
  
  

Remove user as a point of contact for Account & Billing

If a user is set as a point of contact in your Account & Billing settings, you'll need to remove them from the role before you can remove them as a user.

• In your HubSpot account, click your account name in the top right corner, then click Account & Billing.

• At the top, click the Company Info tab.
• In the Billing Contacts section, click the delete delete icon next to any roles that the user is set as.

• In the dialog box, click Yes, remove from role.
• If the user is set as the Primary Account Contact, you'll need to replace them with another user.
  • Click the dropdown menu next to Primary Account Contact, then select a different user.
  • In the dialog box, click Yes, add user to role.

After completing the steps above, you'll be able to remove the user from your account.

Steps to remove a user from your account

To remove a user from your account:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to Users & Teams.

• Click the name of the user. The user's status should show as Deactivated in the top left. Learn how to deactivate a user.
• In the top right, click Actions, then select Remove from account.

• In the dialog box, review the advisory and take any actions necessary to reassign seats and assets. Click Continue, then click Confirm.

Remove yourself from a HubSpot account

You can also remove your user account from a specific HubSpot account.

Before you remove your user account from a specific HubSpot account, click your account name in the top right of the main navigation bar to verify you are logged into the correct HubSpot account.

To remove your user account from a specific HubSpot account:

• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, navigate to General > Security.
• At the bottom, click Remove me from this account. If you're a part of other accounts, you'll still have access to them. If you haven't been removed as a point of contact in Account & Billing, this button will be grayed out.

• In the dialog box, type your email address, then click Delete.

Delete your HubSpot user account

When a user's access is removed from a HubSpot account, they can no longer access that HubSpot account. However, the user account tied to their email address will still exist. You can fully delete your user account if you are not the only Super Admin remaining in the HubSpot account.

Please note: deleting your user will delete any Academy certifications associated with that email address. To keep your certifications, you can transfer your certifications to a new email address before deleting your user.

To permanently delete your user account:

• Log in to the user account you want to delete. Ensure it doesn't have access to any other HubSpot accounts.
• In your HubSpot account, click the settings settings icon in the top navigation bar.
• In the left sidebar menu, click General > Security.
• At the bottom, click Delete my user account.

• In the dialog box, enter your user email address, then click Delete user.