Skip to content
Talk to a Consultant
  • There are no suggestions because the search field is empty.

Understanding HubSpot "View-Only" User Seat

The capabilities of a "View-Only" user in HubSpot

1. Core Principles of View-Only Access

In HubSpot, View-Only is a permission level that can be applied to various tools, including CRM objects (Contacts, Deals), Workflows, Dashboards, and Social media.

  • Access: Users can log in and open the records or assets they have permission to see.

  • Visibility: Users can see data, timelines, activity logs, and reports.

  • Restriction: Users cannot create, edit, or delete records or assets where the permission is set to “View only.”

2. Tool-Specific Capabilities

How View-Only permissions behave depends on which part of HubSpot the user is accessing:

CRM Records & Activities

  • What they can do: See records (Contacts, Companies, Deals, Tickets) and view the activity timeline (calls, emails, tasks, notes).

  • What they cannot do: Edit properties, log new activities, or delete existing notes/calls.

Dashboards & Reporting

  • What they can do: Open dashboards, view reports, and interact with dashboard filters (e.g., changing date ranges).

  • What they cannot do: Edit the dashboard layout, add/remove reports, or change sharing settings.

Workflows & Automation

  • What they can do: Open and view the workflow logic, including enrollment triggers and specific actions.

  • What they cannot do: Edit triggers, change actions, or turn workflows on/off. The workflow will display in a "View-only" state.

Social Media

  • What they can do: Can receive notifications (for example, from chats or inbox activity)

  • What they cannot do: Cannot be able to take action or create content, including creating or scheduling social posts.

3. Can View-Only Users Receive Notifications?

Yes. Permission levels (what a user can do) are separate from notification settings (what a user is told). As long as a user has "View" access to a record, they can receive alerts related to it.

Common Notification Scenarios

  • Tasks: View-only users can receive task assignments and reminders. They can open the task to view it, even if they lack the permission to mark it as "Complete."

  • @-Mentions: If a team member @-mentions a view-only user in a note, call, or activity, the user will receive a notification and be directed to the record.

  • Tickets & Help Desk: If assigned to a ticket or mentioned in a comment, the user will be notified. Their ability to reply depends on specific Service Hub permissions.

  • Lead Activity: They can receive "Lead Revisit" notifications if they are the record owner or have visibility into those contacts.

4. Is a View-Only Seat Right for Your User?

Use the table below to determine if this permission level meets the needs of your team member.

A View-Only seat is great for... A View-Only seat is NOT enough for...
Reviewing performance via dashboards and reports. Managing pipelines or moving deals between stages.
Lookup context on CRM records before a call or meeting. Building automation or managing workflow logic.
Passive collaboration (reviewing drafts or being @-mentioned). Publishing content to social media or blogs.
Monitoring activity without the risk of accidental data deletion. Administering settings or managing integrations.

5. How to Configure View-Only Permissions

To set a user to View-Only, an Admin must:

  1. Go to Settings > Users & Teams.

  2. Select the User you wish to edit.

  3. Under the Permissions tab, navigate through the categories (CRM, Marketing, Sales, Service).

    User Edit Permissions

    View Only Seat HubSpot User Settings

  4. Toggle the dropdown for specific objects or tools to View (ensuring "Edit" and "Publish" are unchecked).

Set User Permissions View Only