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Offboarding Sales Team Member on HubSpot

To ensures the member’s access and permissions are properly removed to maintain data security and operational integrity.

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Context

  • Offboarding a sales team member involves several critical steps to ensure that their access to HubSpot is terminated appropriately, and any responsibilities or assets are reassigned as needed.

Terminologies

  • Sales Seat: A license that grants users access to specific sales tools and functionalities within HubSpot.
  • Teams: Groups of users within HubSpot that can be assigned specific permissions and roles.
  • Round Robin Meeting Links: Meeting links that distribute appointments evenly among team members.

Tools

  • HubSpot: The platform used for managing sales team members and their access.

Roles & responsibilities

  • Team Member: Responsible for following the offboarding procedure and ensuring all access and permissions are removed.
  • Approver: Reviews the offboarding process to ensure compliance and completeness.

Procedure

Follow the steps below to offboard a sales team member on HubSpot:

Step 1:
Remove Sales Seat

  • Navigate to the Settings section by clicking on the gear icon in the top right corner of HubSpot.
  • Go to Users & Teams under the Account Settings then click Seats
  • Locate the team member’s profile and click on Change Seat
  • Select Remove Sales Seat to revoke their access to sales functionalities

Step 2:
Remove from Teams

  • Still in the Users & Teams section, click on Teams and find the user’s profile on specific teams
  • Click on Edit Teams and remove them from any teams they are part of.

Step 3:
Remove from Round Robin Meeting Links

  • Navigate to the Meeting Links section in the scheduling tool by navigating to Library > Meeting Scheduler
  • Find any Round Robin meeting links that include the user.
  • Edit the meeting links and remove the user from the participant list.

Screenshot 2025-04-01 at 12-35-43 PM-png

Step 4:
Deactivate User in HubSpot

  • Return to the Users & Teams section.
  • Find the user’s profile and select Deactivate.
  • Confirm the deactivation to finalize the process.

Step 5:
Notify Relevant Parties

  • Inform team members and management about the offboarding to ensure any necessary follow-up actions are taken regarding their responsibilities.

Final Notes

  • Ensure that any assigned tasks, responsibilities, or leads are transferred to other team members as needed. It may also be beneficial to hold a brief meeting to discuss the transition of responsibilities.