Managing Users and Permissions, Setting Up Paid Seats, and Sandbox Setup

• Role-Based Access Control: Assign roles thoughtfully based on user responsibilities to prevent unauthorized access.
• Regular Audits: Periodically review user access and permissions to ensure alignment with their job requirements.
• Use Permission Sets: Leverage permission sets for uniform access management across teams.

1. Navigate to Settings:
   • Go to Settings > Users & Teams.
2. Create or Manage Users:
   • Click Create User, input the user’s email, and assign a role from the available templates.
3. Assign Permissions:
   • Use the predefined permission sets or create custom permissions for tailored access to CRM, marketing tools, and reporting.
   • For app integrations, Super Admins can enable App Marketplace permissions.
4. Track Permissions:
   • Maintain a Users and Permissions Spreadsheet to keep records of who has access to what tools.

• Cost Optimization: Reassign paid seats from inactive users to active employees to minimize costs.
• Usage Monitoring: Regularly review usage metrics to justify seat allocations.

1. Navigate to Billing Settings:
   • Go to Settings > Account & Billing > Usage & Limits.
2. Assign Seats:
   • Select users from the list and assign them Sales Hub, Service Hub, or Marketing Hub seats.
3. Unassign Seats:
   • Identify inactive users and un-assign their seats by deselecting their name under the specific hub's allocation section.
   • Ensure those that need visibility into the system with no edit options will receive a "view only" seat. 

      4.  Seat Overview:

1. Sales Seat

Used by: Sales reps, account executives, SDRs/BDRs
Purpose: Unlocks all Sales Hub “paid” tools for users assigned the seat.

Capabilities (Sales Seat Can Do)

Core Selling Tools

• Use Sequences (automated email steps + tasks)

• Use Playbooks (professional & enterprise only)

• Use Calling minutes and conversation logging

• Use Prospecting Workspace

• Own Deals, Leads, and Tasks

• Use Goal Tracking for sales quotas

• Send 1:1 sales emails with templates & tracking

Records & Pipelines

• Edit sales pipelines

• Create deal automation if allowed by portal tier

• Access forecasting tools

Prospecting + Engagement

• Enroll contacts into sequences

• Use task queues

• Use email templates

• Log meetings, notes, calls

• Set & manage availability for Meetings links

Reporting

• Use sales reporting tools

• Access sales dashboards and custom reports (tier-dependent)

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2. Service Seat

Used by: Support reps, customer success, onboarding specialists
Purpose: Unlocks all Service Hub “paid” features, including help desk, SLAs, and customer portal.

Capabilities (Service Seat Can Do)

Help Desk & Tickets

• Work in Help Desk Workspace

• Create, edit, reply to, and own tickets

• Use Ticket Automation (tier-dependent)

• Access SLAs (Service Hub Pro/Enterprise)

• Use Inbox with automated routing

Knowledge Base

• Create and edit knowledge base articles

• View article performance

Customer Communications

• Use customer portal tools

• Respond to chats, emails, and form submissions

• Access customer history + timeline

Surveys

• Create and deploy CSAT, NPS, CES surveys

• Use survey automation or segmentation

Reporting

• Access service-specific reports (SLAs, time to close, ticket volume)

• Use service dashboards

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3. Marketing Seat

Used by: Marketing managers, email marketers, automation specialists
Purpose: Grants publishing & automation access to marketing tools.

Capabilities (Marketing Seat Can Do)

Campaign Execution

• Publish Marketing Emails

• Publish Landing Pages

• Publish Website Pages

• Manage Blogs

• Publish Social posts using Social tool

• Create Ads audiences & manage ads

Automation

• Build Marketing Workflows

• Create & manage Lead Scoring

• Create & manage Campaigns

• Create Forms, CTAs, Pop-ups

Content & Asset Management

• Manage files, brand kits, and content settings

• Use AI content tools (Breeze Content Agent)

Reporting

• Use marketing analytics dashboards

• Attribution reporting

• Web analytics

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4. CMS Seat (Content Hub seat)

Used by: Web developers, content managers, SEO specialists
Purpose: Grants full editing and publishing access to CMS features.

Capabilities

• Publish website & landing pages

• Access Design Manager (templates, modules, code)

• Use HubDB + serverless functions

• Manage domain settings and navigation

• Edit blog templates & themes

• Use SEO recommendations

• Use content tools within Content Hub (e.g., memberships, translation)

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5. Operations Seat

Used by: RevOps, Data Ops, Systems Admins
Purpose: Grants access to advanced data tooling & automation.

Capabilities

• Build Data Quality Rules

• Use Data Sets

• Edit Data Sync mappings

• Create & manage custom coded workflow actions

• Manage custom objects

• API usage monitoring

• Data formatting automation

• Access advanced reporting datasets

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6. **Super Admin Seat (Not a paid seat, but a role)

Used by: Administrators
Purpose: Full control over the account.

Capabilities

• Manage all users & permissions

• Manage all system settings

• Configure domains, branding, and security settings

• Manage integrations

• Access all records regardless of permissions

• Modify pipelines & system properties

• Override object, asset, and seat limitations

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7. Free (Non-Seat) User

Used by: Contributors who do not need premium tools
Purpose: Light usage; cannot access paid features.

Free User Can Do

• View contacts, companies, deals (limited editing depending on permissions)

• Log emails & meetings manually

• Use basic CRM tasks

• Create notes and manually log activities

• View dashboards shared with them

• Join meetings

Free User Cannot Do

• Cannot publish emails, pages, blogs

• Cannot use automation

• Cannot enroll sequences

• Cannot delete or bulk edit large datasets

• Cannot own tickets or deals depending on permissions

• Cannot use help desk tools

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8. Seat Comparison Summary Table

 

3. Sandbox Setup
Best Practices:

• Mirror Production Data: Ensure your sandbox mimics the production environment to test integrations or workflows effectively.

• Regular Syncs: Keep the sandbox environment updated by syncing data periodically from production.

Admin Instructions:

1. Access Sandbox Settings:

   • Go to Settings > Account & Billing > Sandbox.

2. Create a Sandbox:

   • Select Create Sandbox, choose to either pull data from production or set up a blank environment.

3. Configure Data Sync:

   • If pulling data from production, select the entities (e.g., contacts, workflows) to copy over.

4. Manage Sandbox Access:

   • Assign appropriate users to the sandbox to ensure controlled testing.